South East Coast Ambulance Service NHS trust were looking for a partner to help archive, categorise and digitalise HR and other documents ahead of a headquarters premises move.

As an NHS trust, SECAMB needed to be totally confident that the Document Management Company they selected not only provided value for money, but could also demonstrate their ability to manage and control a high volume of documents, whilst providing the necessary assurances around quality and compliance.

Senior NHS stakeholders attended Document Options’ Head Office to reassure themselves of their ability to deliver all aspects of the requirements. We worked out a scheduled plan of collections that would fit with SECAMBS ability to ensure documents and boxes were ready on-time. DOL would then collect, book into their production control system and then scan, index and provide digital access to their documents daily.

To facilitate SECAMB staff being able to access documents, DOL provided a secure online portal, called “PaperVision Enterprise Content Management System” where documents could be uploaded as soon as scanned. The PaperVision ECM System meant that SECAMB had minimal delays between paper documents leaving their custody and being able to view the digital version.

The project was completed well before the move to the new building, and PaperVision continues to be used to access files.

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