Microfiche Scanning: Digitising Council Historical Records
Storetec offered an excellent service from the initial discussion all the way through to the scanning process. Any issues that arose (which were minor), were swiftly resolved. The end result has been the complete scanning of our microfiche records at a high quality and within the expected timescale.
We no longer need to relocate our microfiche records which were taking up unnecessary space. Additionally, it was time consuming for officers to look up microfiche records both for themselves and when the public requested historic planning application documents. By having the microfiche fully accessible online, the council has made a real step forward in delivering services via digital means, ultimately, driving down cost.
Who
The Client
Wokingham Borough Council, is a local government district in Berkshire, England.
What
Client Requirement
Wokingham Borough Council needed microfiche scanning services to digitise 165,000 microfiche records dating from 1948 to 1998, which included historical planning applications. The goal was to make this data accessible to the public via their website, enabling them to be displayed on a map. Due to high public retrieval demands and slow processing times, the council had long wait times and productivity issues. Additionally, the physical microfiche were deteriorating, risking the loss of important public information.
Why
Why Storetec
Storetec was chosen for our consistent, consultative approach and educational communication, rather than a sales-driven pitch. Our ability to provide a high-quality sample scan and meet the required time scales impressed the council. The council decided to directly award the project to Storetec, bypassing the need for a broader market search due to our proven capability and excellent internal collaboration.
What
What We Did
We boxed and collected all microfiche on site, and then we successfully carried out the microfiche scanning project. We implemented a scan-on-demand solution tailored to the council’s needs. This solution enabled the council to access critical microfiche records throughout the digitisation process, ensuring that necessary information was always within reach. With an impressive 8-hour turnaround time for retrievals, the council could respond promptly to requests. Additionally, we indexed the records by both address and reference number, streamlining the process for efficient public access and ensuring that users could easily locate the information they required. This approach not only enhanced accessibility but also supported the council’s commitment to maintaining high levels of service during the transition to digital records. Scans were then retrievable online by the council in manageable blocks.
Benefit
Benefits
The digitisation project delivered numerous significant benefits to Wokingham Borough Council, transforming their operations in several key areas:
- Increased Efficiency and Productivity: The microfiche scanning process significantly reduced manual touchpoints, streamlining workflows and enabling staff to manage records more efficiently.
- Time Savings: Enhanced access to digital records greatly improved the efficiency with which both staff and the public could retrieve information, leading to faster response times and improved service delivery.
- Fewer Requests: With the implementation of a public self-service system, the council experienced a notable reduction in the volume of direct requests, as the public could now access the information they needed independently.
- More Space: By converting physical records to digital formats, the council was able to reduce their reliance on physical storage, freeing up valuable office space for other uses.
- Increased Security: The microfiche scanning project also strengthened the security of sensitive information. Confidential records were protected with enhanced security measures, while only non-sensitive public data was made accessible online, ensuring the council’s compliance with data protection standards.
