Published 5th of February 2015

The challenge

Our client, a Derby-based care home with four UK sites, approached us looking to solve three common problems. Firstly, they were running out of space and needed a more efficient way to manage their documents. Secondly, retrieving residents’ files was taking too long. And finally, they needed a way for several staff members across different sites to access the same information.

The solution

Straight away, it was clear SDS Document Scanning’s electronic archiving service could solve all three problems. By scanning the care home’s records, we could free up their storage space and give staff quick, easy desktop access to all files.

We assigned a project manager, who worked closely with our client to find a solution that would be both time- and cost-effective for them. We then drew up a clear proposal addressing their needs.

SDS use high-volume production scanners, which means we can process large volumes of paper records quickly and efficiently. We’ve also invested in world-renowned digitising software. Over two months, we scanned the care home’s entire backlog of residential care files, accounts documentation and HR records. The documents were uploaded to our online facility, meaning staff can now work independently from each office.

Once files were quality checked, the original documents were destroyed using SDS’s sister company, Shredall, before being recycled. The whole process was carried out to the highest security standards and in compliance with the Data Protection Laws.

The result

Our client was delighted at the difference our service has made and was impressed that we were able to take care of their every need, right down to secure shredding and recycling.

“The space saving in each home has been phenomenal. We can now retrieve records instantly, without having to search through hundreds of archive boxes. Our care team can completely concentrate of providing the best possible care and attention to our residents.”
Manager, national care home

SDS scans and shreds thousands of documents for our clients. If, like this care home, your business is based in Derby, you can contact the Derby office directly. Otherwise, get in touch with our head office or get a quick quote below.