The Police Authority required an affordable solution which would give their HR staff fast, secure access to personnel records, now and into the future. Capita was able to deliver just that.
- Communications in - microfiche conversion
Previously, the Police Authority held all personnel records on microfilm. As record numbers and staff frustration grew, so did the recognition that implementing a more modern system could offer considerable operational and budgetary benefits.
The Police Authority required an affordable solution which would give their HR staff fast, secure access to personnel records now and into the future. Capita was able to deliver just that.
The complete library consisted of 6,500 microfilm reels containing 21,000 images, all held on a linked database. The system was set up so that every new piece of information meant a new microfilm record. And that meant that to review one employee’s records, staff were forced to find and view multiple films.
In addition to the cost, disruption and delays involved in the drawn out retrieval process, the technology also demanded paper copies be distributed through internal and external mail systems - a system far from efficient, secure or environmentally friendly. Finally, the authority was conscious that regular use of the microfilm was causing image deterioration.
Capita took the entire Police Authority microfilm archive and converted it into fully searchable electronic data using the authority’s existing database structure to form the basis of the new retrieval index. With highly experienced technicians managing the conversion, and rigorous QA practices in place, an automated process was applied to seamlessly transfer the existing microfilm index to the corresponding electronic file. The system’s security was also improved along the way through the introduction of strictly controlled passcodes.
Once digitised, we consolidated the records so that each employee’s records sit within a single electronic file – a key requirement for the project. New information is easily added to existing records, and the system allows multiple authorised users to access and securely distribute electronic files as required.
The result is more secure, streamlined and cost-efficient processes which support staff as they focus on their core activities. And for the organisation as a whole it means more productivity, more space, less risk and less cost.
This partnership delivered a range of benefits to the Police Authority including:
- More productive staff
Relieved of the burden of the microfilm system, staff are freer to focus on core activities.
- Reduced costs
Moving from a physical to an electronic system has brought reduced costs in terms of staff productivity, storage space, print and postage.
- Better security
The new electronic system is searchable, trackable and allows for vastly improved processes in terms of security. Information can be distributed securely instead of via internal and external post, and user access is passcode-protected.
- Conversion of entire microfilm library into fully searchable digital content accessed via a document management system
- Index creation from existing database
- Information previously held in multiple files consolidated into single files
- Secure storage or destruction of originals as required
- Lower outgoings
The service provided to the Police Authority was microfiche conversion.