Archives for November 2007
Document Scanning for Leeds Mental Health Trust
At Preview, we deal with a lot of different types of organisations from international conglomerates to locally focused IFAs, and from IT companies, legal firms and many more besides. However, we also work with public organisations such as local goverment and local health authorities which suffer from the same types of issues and have the same requirements in terms of paperwork as anyone else.
Take Leeds Mental Health Trust as an example. They have an HR department on a par with any large other organisation generating documentation that needs to be organised and indexed in the same way that a private company does, perhaps even more so. They also have the added complexity of multiple locations, with documents being generated and often held in over 50 different locations across the Leeds metropolitan area.
Now, with the scanning of the documents and the records completed, there is much quicker access to the documents and relevant information using a central up to date resource. To achieve this, some 6,000 files were processed and 340,000 images were created which were then cross-indexed by employee name and NI number.
The new system has made it very easy to consolidate the records for one employee in a single file – thus ensuring that any given employee’s file is completely up to date. Another significant benefit of scanning the HR files is that it makes it much easier to comply with Home Office Reporting requirements as the required work permit records are now available instantly, as and when they are needed.
The system proved to be such as success that recently Leeds Mental Health Trust has also scanned and centralised all of their Leavers’ files, with Preview’s security vetted staff taking on the task of collecting, scanning and indexing these important records as well.
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