How Document Scanning Improved This Utility Provider's Business

DOCUMENT SCANNING

Who
The Client

The client is a UK utility provider based in Newcastle and is listed on the London Stock Exchange (FTSE 250 index).

What
Client Requirements

Our client encountered several document-related challenges that were hindering their efficiency and productivity. The volume of purchase ledger documentation and technical survey drawings had become overwhelming. Additionally, many of their technical survey drawings were old and severely deteriorated. These struggles prompted them to seek a solution that offered not only speed and accuracy but also the ability to rejuvenate and digitise their crucial records. They wanted fast, accurate, and high-quality document scanning of purchase ledger documentation and drawing scanning for their technical survey documents.

Solution
What we did

Our approach was tailored to address the client’s unique challenges and specific requirements. We provided fully managed outsourcing services, including scheduled collections from all client offices for convenient and timely document handling. We offered rapid response in case of busy periods, to accommodate occasional surges in demand. Our document preparation process paid special attention to delicate and aging drawings. We utilised high-speed scanners for A4-sized documents and state-of-the-art flatbed large format scanners for A2, A1, and A0 drawings, all completed within the client’s specified timeframe. Quality assurance checks were conducted to ensure that the scanned images not only met but exceeded the client’s quality standards. Indexing the images was essential as the client needed to be able to find and access them quickly and easily. Documents were seamlessly integrated into the client’s document management software, and we provided an integrated XML file for efficient indexing and fast, organised transfer of completed electronic files via SFTP.

”The whole team I have interacted with at Storetec have been nothing but helpful, whether it be the team collecting or delivering our documents, the Project Management team or the Accounts team. They are quick to react, and on the occasions I have asked for specific information or different ways of working (linking our GIS system to FreeDocs), they have always been amenable. My local network was the first to interact with Storetec, but now most of the organisation has used or is using Storetec on the back of our feedback and has a successful working relationship.”