hollard saves time and money with nashua scan centre · with nashua, hollard appointed nashua’s...
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Hollard saves time and money with Nashua Scan Centre
Digitising paper documents allowsfor greater efficiency.
February 2016
Storing highly confidential client information and documentation is a challenge for many organisations. We live in
an age of information with the result that in some organisations, paper documents are literally piling up. Finding and
retrieving information is often a time-consuming exercise and off-site storage can be expensive.
Hollard was one such organisation where literally thousands of documents, some containing highly confidential
client information, was starting to prove a significant challenge. By virtue of the nature of Hollard’s business, there is
a requirement for the documents to be securely stored, but, should it be necessary, the documents need to be easily
retrieved. With a growing team of administrators, Hollard recognised that access to historical data is going to become
even more frequent.
“The challenge was that these thousands of documents, 55 000 to be precise, were packed in endless filing cabinets.
However, some of the client information contained in these documents is highly confidential so it would not have
been appropriate to give our administrative staff access to the data,” explains Hollard Client Administration Manager,
Michelle Govender. She adds that, considering the vast number of documents, it would have been a significant
challenge and very time-consuming for the company to handle a project of this size internally.
Hollard had previously used an external data storage company but the system was cumbersome as it allowed only six
registered and licensed users to access the data and, with a monthly storage fee included, it was expensive.
The challenge: 55 000 confidential paper documents
Based on recommendations and an existing relationship
with Nashua, Hollard appointed Nashua’s Scan Centre
to process all 55 000 documents and to digitise each
document. The Nashua Scan Centre, which opened its
doors in early 2015, specialises in providing an efficient
service to scan clients’ existing paper documents,
enabling them to save time, money and storage space
as well as helping them to move towards a full Managed
Document Solution (MDS). The Nashua Scan Centre
establishes exactly how the client wants their documents
scanned and indexed. According to Selwyn Newman,
Acting Chief of Sales for Nashua Solutions, the process is
even more important than the actual specialised scanning
hardware. “Preparation is difficult for large volumes of
many thousands of documents, which may be in binders
or folders or even loose in boxes,” he says.
The Scan Centre removes staples and paperclips,
flattens dog-eared corners and removes documents from
binders and files. Using specialised software, the scans
are indexed, sorted and filed digitally. The software
automates time-consuming data entry and filing with
a centralised, systematic way to work with documents,
and also certifies that each scan is a legitimate scan
of the original with the overall system ensuring POPI
compliance. On completion of scanning, each document
is returned to its original state – all without any damage
or loss of any pages.
Once all the documents are scanned they are made
available to the client in a usable format as either TIFF
images or as PDF documents, either on a DVD or on an
external hard drive. Index information provided by
Nashua’s Scan Centre allows for easy search and retrieval.
While paper documents may be required for compliance
reasons, Nashua is able to advise companies on what
they need to do in order to be compliant in their
particular industry. The Scan Centre’s processes also help
companies comply with regulations by providing a clear
audit trail and evidence that all pages have been scanned
correctly.
The solution: Digitising documents
“We were very impressed with the standard of service provided by Nashua’s Scan Centre.”Michelle Govender, Client Administration Manager, Hollard
Challenges
Time-consuming access to thousands of paper
documents
Access limited to a few
High storage fee
Compliance and regulations
Solution
Digitisation service provided by Nashua
Scan Centre
Electronic storage using specialised software
Benefits
Efficiently and accurately scans large volumes of
paper documents
Easy document retrieval with searchable electronic
versions and a full index of scanned documents
All documents are certified as copies of the original
Saves space and money as on-site storage is no
longer needed
For more information please visit www.nashua.co.za
“They sourced boxes and physically packed the data
into boxes themselves. We were given a six-week time
frame for the completion of the project, but in fact it
was completed and all documents scanned and indexed
within three weeks. From our perspective it was a totally
seamless process and we have been delighted with how
easy it is to access and retrieve any of the documentation.
We have also been impressed with the very high quality
of the scanned documentation.”
“We now have a very efficient data storage system in
place which meets all the necessary Financial Services
Board requirements, image quality and resolution is
assured, documents can be easily retrieved if there is any
ombudsman query, and we no longer have an ongoing
monthly storage fee,” she adds.
But what really impressed Govender was how quickly the
Nashua Scan Centre representative understood what was
required of this project. “He knew my business, what was
required and provided even more solutions than I had
initially considered. His skill and efficiency were very
apparent from the start of the project.”