Why the UK’s leading cat charity chose Document Options to digitize its legacy paper document
Cats Protection is the UK’s leading cat welfare charity, operating across the UK, with an impressive scale and scope of activity for cats and cat owners.
As a charity that receives no government funding, they rely entirely on the kindness and generosity of their valued supporters to directly help around 200,000 cats and kittens every year, while speaking up for millions more..
Hampered by a warehouse full of paper documents
It was using and managing their digital systems more efficiently that led to Cats Protection addressing the problem of thousands of paper documents stored in its warehouses. Like many large, complex organisations, Cats Protection are still hampered by storerooms and warehouses packed with boxes full of historical paper documents. Even worse, many of those documents are still active which means someone has to visit a site to sort through boxes and filing cabinets to find a document they need.
To help manage charitable funds effectively and divert more money towards helping cats, the organisation has embarked on a major change in work practice encompassing digital transformation and more home working.
Costly, time-consuming paper documents
There are still thousands of paper documents stored in boxes which employees across the organisation’s 34 locations around the UK still need to access usually assisted by asking a local person to the warehouse to find it for them. This was costly, time-consuming, and inefficient.
As part of its digital transformation initiative, Cats Protection decided to use a document scanning service from Document Options to digitise its paper documents. The first part of the project involved scanning personnel files for 638 of its 1,230 employees. The documents filled 26 boxes containing approximately 64,000 pages. Each personnel file could comprise up to 100 pages of documents covering CVs, contracts, pay-related information, holiday requests and paternity and maternity letters.
Delivering a personal, value-for-money service
Cats Protection chose to work with Document Options because it offered value for money, it is local to the charity and, as the Records Management Officer at Cats Protection, soon found out, delivered an efficient, high-quality service. “Before winning the business, the Document Options team bothered to physically come on site and assess the job. Remarkably, Document Options completed the work in just one weekend, removing the boxes on Friday and returning digital versions the following Monday”.
The documents were processed using state-of-the-art scanning technology at Document Options document management centre in Sussex, where its quality management and information security systems are independently accredited to international standards such as images compliant to BS10008:2014. Once scanned, the pdfs were appended to each employee’s digital record. This means that all HR data including historical information is in one easy-to-access place. Any subsequent documents and letters are added as electronic files to an employee's HR record.
But HR document scanning was just the first job in an ongoing project managed by Document Options that will see thousands of other paper documents converted into digital ones. This includes 100 boxes of signed paper-based Gift Aid forms as well as thousands of financial and property-related documents.
Document Options delivers what it promises
“Document Options made the process of scanning our personnel files simple and smooth. The company set timelines and expectations, kept to promised deadlines almost religiously, and communicated with us throughout the process,” said Cats Protection’s Records Management Officer.
The immediate benefits of the Document Options solution are instant and results in easy access to HR information. But in addition, it has reduced the amount and cost of travel since the records can be accessed from any location.
It also supports the organisation's strategy to increase home and remote working. Increasingly, Cats Protection was under utilising its office space. By encouraging more home working and removing the need to store documents helps the organization rationalise and downsize its property footprint.
Improve manageability and efficiency
“The Document Options document scanning service is all about helping Cats Protection improve manageability and efficiency, enabling better record control and supporting changes in workplace culture,” said Cats Protection’s Records Management Officer.
Besides making all HR information digital and easy to access, scanning paper documents has made information more secure. Although documents were kept under lock and key, digital documents are much harder to access.
“This is the first time I have provided an endorsement for a supplier, but I felt more than happy to do so because of the professional, personal service that Document Options has provided to me and Cats Protection,” said Cats Protection’s Records Management Officer.
