ABP Southampton transforms 350 O&M Manuals with a secure digitisation program from Document Options
Associated British Ports (ABP) is the UK’s leading port operator, managing 21 ports nationwide. ABP Southampton is the UK's number one hub for deep sea trade and a critical link in supply chains serving businesses and manufacturers throughout the nation. The Port of Southampton is the UK's number one vehicle export port, Europe's leading cruise turnaround port and home to the UK's second largest container port.
The Challenge: Managing Extensive Physical Manuals
An archive of over 350 Operations and Maintenance (O&M) manuals had been identified as slow to retrieve and vulnerable to degradation or permanent loss. The port needed these manuals digitised to enable faster access while also creating secure electronic backups to safeguard the information for the future. Importantly, this had to be achieved without disrupting day-to-day operations.
Our Solution: Precision Digitisation with Minimal Disruption
ABP Southampton selected Document Options to deliver a tailored digitisation programme, designed around quality, efficiency, and data security:
Project Management – Working closely with ABP stakeholders, we created a Project Plan that set out the processing sequence and off-site time for each manual. This approach kept turnaround times tight and ensured users always knew the status of their information.
Accredited Quality Assurance – Under our ISO 9001 and ISO 27001 UKAS-accredited management systems, every image underwent a 100% quality check. This delivered complete accuracy, consistency, and security at every stage of the process.
Searchable Digital Records (OCR) – Each file was processed with Optical Character Recognition, converting static images into searchable text. Staff can now locate information instantly using keywords.
Intelligent Navigation (PDF Bookmarking) – Digital manuals were structured with PDF bookmarks, replicating the functionality of the physical tabbed sections and enabling seamless navigation through complex files.
Manual Reconstitution – Each manual was carefully reassembled and returned in its original state, preserving ABP’s physical archive alongside the new digital version.
Key Benefits
Faster Access: Retrieval times cut from hours to seconds.
Smarter Search: OCR and bookmarks made locating information effortless.
Preservation & Security: Historical records protected against physical degradation.
Operational Efficiency: Staff freed from manual searches to focus on core tasks.
Audit Readiness: Digital records support compliance and streamline audits.
Space Savings: Digitisation reduced the need for extensive physical storage.
Minimal Disruption: Phased collections ensured business continuity.
This project demonstrates Document Options’ ability to deliver bespoke, high-quality digitisation for complex, sensitive archives. By combining advanced technology with careful planning and secure processes, we helped ABP Southampton transform their physical site records into a digital asset that will support operational excellence for years to come.
