Action for Children
Staff in every office are now able to access and search information instantly and securely on their screens, while the charity overall is able to direct the money and time saved back to its core activities.
- Communications in - microfiche conversion
Action for Children (formerly The National Children’s Home) is one of the UK’s largest and longest established children’s charities. Historically, documents were stored within a microfiche library held at a London HQ, and processed and distributed from there to staff in seven regional offices.
Previously, when information was requested, the relevant microfiche would be located and extracted before being printed using a special microfiche printer – each file often comprising 50-100 A4 sheets. The print-out was then posted to the relevant member of staff. This process was slow, expensive and wasteful. Even worse, files were often lost, and at best staff were forced to wait for whole days to receive the information they needed.
In a world in which instant, secure access to information is as much an expectation as a possibility, the charity recognised that its existing document management systems were hampering rather than helping its efforts to support disadvantaged children. At this point Action for Children partnered with Capita to find a better way.
Working closely with the charity, Capita was able to provide an end-to-end service which digitised the entire microfiche library before integrating its contents into a secure electronic document management (EDM) tool. Staff in every office are now able to access and search information instantly and securely on their screens, while the charity overall is able to direct the money and time saved back to its core activities.
- The microfiche library was securely transported to a Capita site for scanning with specialist equipment
- Rigorous QA procedures ensured correct and complete, high quality results
- Once indexed, the data was then loaded into a tailored EDM system offering a comprehensive range of search and viewing options as well as fully managed security and access
- Capita provides ongoing system support through a dedicated IT team
Having worked with Capita to optimise their document management systems, Action for Children is now free to deliver a better service to its users, for less money.
This partnership delivered a range of benefits to Action for Children including:
- Improved security
Documents are no longer misfiled or lost in the post, and the new electronic document management system includes security features which protect the data as well as control access.
- Reduced costs
Expensive London real estate is no longer needed for storage, and the new system has helped the charity substantially reduce its outgoings by eliminating the paper, postage and technology associated with printing out 50-100 page documents.
- Increased productivity
With information available instantly via a searchable and user-friendly interface, the charity’s staff are able to use their time more productively and focus on core activities.
- Back file conversion of entire microfiche library
- Tailored, secure and user-friendly electronic content management system supplied and installed
- On-going IT support
- Security-screened staff and, ISO processes and environments
The service provided to Action for Children was Communications in - microfiche conversion.