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Case Studies

NHS trust gains an easier way to manage documents

NHS trust gains an easier way to manage documents

About the client

The client was an NHS Primary Care Trust (PCT) responsible for commissioning primary, community and secondary health services.

Back in March 2013, PCTs were formally abolished. The client became a new NHS body with only a portion of its current staff.

What they wanted

The PCT decided to leave a digital corporate archive and a managed document retention system in line with GDPR and NHS Information Governance procedures.

This would allow the new NHS body to quickly retrieve and view legacy documents created by the PCT and its predecessor organisations.

The PCT chose us because of our competitive pricing and our extensive experience of managing large scale scanning projects dealing with sensitive information.

What we did

The project involved the document scanning of the PCT’s entire corporate records by department, including:

  • Estates & Facilities
  • Finance
  • Human Resources
  • Corporate Affairs
  • Continuing Healthcare
  • Commissioning
  • Private Office
  • Clinical Quality & Medical Directorate
  • Patient Records
  • Unplanned Care
  • Public Health
  • Child Protection
  • Commercial Services
  • Communications & Engagements
  • IM&T
  • Offender Health
  • Program Office
  • Strategy & Planning

Scanning such a diverse archive was a big challenge. To make sure we met the client’s deadline, we broke up the medical record scanning and document scanning project into departments.

After scanning the documents, we indexed them using the PCT’s existing filing structure then uploaded them into our secure online hosting system, FreeDocs.

FreeDocs lets those with password access find, view, print and share the documents they need. It also makes document retention much easier to manage.

Once the archive was complete, we agreed a monthly collection schedule to scan, digitise and host the client’s new documents.