The challenge
Our client, an American-owned pharmacy company based in the East Midlands, serve over 65 million people worldwide have offices full of confidential documents. They wanted to make the shift towards a paperless office and free up more office space.
In total around 20,000 patient data files needed to be digitised – that’s nearly half a million images. They were looking for a company they could trust to scan the records on site at their offices, then destroy them on site in line with the requirements of the Data Protection Act. They also wanted the entire operation carried out as quickly as possible.
The solution
SDS Document Scanning proposed a cost- and time-efficient solution which involved digitising each patient data file on site and uploading to them our secure imaging web portal.
Our Project Manager installed two high-speed scanners at the customer’s location, both capable of scanning 130 pages per minute. We also reassured our client that all our staff undergo security screening, DBS checking and a ten-year career history check before they join our team.
We arranged an internal workflow to prepare, scan, quality check and shred the client’s documentation at their location. The ultrasonic sensors built in to the SDS scanners guarantee 100% quality control.
The result
We digitised 40,000 data files each day, taking 14 days to complete the project. Our client has experienced several benefits – they’re making better use of laboratory and office space, retrieving documents is quicker, and the ease of bringing patient information up on screen means their customer service levels have improved, too.
Data is backed up on a daily basis, giving a robust business continuity and disaster recovery plan. The company also has peace of mind from knowing that sensitive data is tracked and controlled effectively throughout the organisation.
“We were assured that SDS were experienced in on-site data scanning in large quantities, so felt completely comfortable giving them the work. The quality of the work has been excellent, validating our decision to award them the business.”
Office Manager, pharmacy company
If you're interested in SDS's document scanning service, get in touch with us today. If, like this pharmacy, you're based in the East Midlands, you can contact our Nottingham office directly.
