The District of Bolsover is located in the North East part of the County of Derbyshire and has a population of approximately 72,000. The administrative centre is the market town of Bolsover. Not many years ago coal mining was the major industry throughout the district but all the collieries are now gone and the retail and service industries are the major employers.

Following the decision to purchase a Civica DMS system, the Council issued a tender for the back-scanning of 25,000 Planning Files in December 2007.

HISM was able to comply with the stringent quality and upload requirements of the project and also represented best value for money as a result which the contract was awarded to HSIM in January this year and scanning will commence at the end of February 2008.

With over 30 years in the document management business, HSIM has always been aware of the security and confidentiality issues surrounding the handling of clients’ documents.  We have constantly updated our security measures to include such facilities as CCTV, on-site security patrols, and state of the art software for our own IT systems.

The need for stringent security measures has been further highlighted lately with the loss of data from Government departments and NHS Trusts and many of our clients have placed even greater demands on our security systems.  In order to reassure our clients and also to reaffirm our own commitment to a secure service of the highest quality we have undertaken a review of our procedures.  We have consulted with some of our NHS clients and will be offering additional measures in the form of:

• Data safes installed in our vans to provide additional security for data in transit
• 1024 bit Asymetric encryption where required – this provides military standard security
• Regular security risk assessments for IT and premises.

The Norfolk Pension Fund uses the AXISe software, provided by Heywood, to support pensions administration and to run the pensions payroll. The Council are currently extending their use of the AXISe suite of products to include AXISe Image, fully integrated document management system including workflow and security and the scanned images will be uploaded into it.

The initial contract will be to scan the live files into the system, which will comprise approximately 750,000 images.  The project is time critical and all files must be scanned and indexed in a two month period before the system goes live in August 2007.

For more information on some of our other pensions’ projects click here:

http://www.scanning-document.co.uk/case_study.html

Hugh Symons Wins Contract to Scan for Breckland Council

Breckland Council, in Norfolk, has recently awarded the contract to scan Building Control files to Hugh Symons. The Council holds hard copy files dating back to the mid 80s, which will be scanned and output to CDView format.  Currently the Council does not have a corporate EDRM system, but the files can easily be migrated into any system at such time as the Council decides to implement one.

For more information on CDView click here: http://www.scanning-document.co.uk/dms.html

Moving forward on the basis of this experience,  HSIM participated in the tender procedures for the scanning of pensions documents for three separate Local Authorities; Powys County, Northumberland County Council, and Dorset County Council.  HSIM was awarded the three independent contracts and is currently undertaking the conversion of the pensions files, from their Poole and Bradford Document Management Centres. 

The scanned images for Northumberland County Council are structured for import into their Heywoods’ system whilst Powys County Council has their information back in both CDView format for instant viewing and Comino format for upload into their EDM system.  Dorset County Council, although originally intending information for import into an EDM system, has opted for the present, to use CDView, HSIM’s licence free software, to access the information.  Should the Council move to an alternative system in the future, the images and related data can easily be migrated.

Contact us for more details on scanning of Pensions and HR files:

info.man@hughsymons.com

With over 100,000 members in their pension scheme, Hampshire County Council decided to outsource the scanning of the pensions files at the end of 2003. Following a successful contract bid HSIM, began converting the 2.5 million images in March of 2004 for import into the Council’s Heywoods’ system.

The bulk of the backlog scanning project was completed within a six month period as planned, with the Council assuming responsibility for the day to day scanning of files from this point.

With increasing daily scanning volumes Hampshire CC was struggling to keep pace with requirement and turned to HSIM for advice on upgrading their in-house equipment.  Having recently replaced some of their bureau equipment with the latest IBML high speed production scanners, HSIM had a number of current i800 scanners available.  HSIM has been able to advise on the implementation and operational aspects of the scanners which have proved to be a cost effective solution for Hampshire County Council.  The files will be scanned directly into the Heywoods system using their software.

HSIM is happy to advise on provision of scanning equipment for on-going scanning projects.  We are also able to provide our own scanning software UScan for on-going scanning into CDView licence –free software.

Contact us on info.man@hughsymons.com

Somerset County Council Update to CDView 7 and UScan Software

HSIM – Chosen as Preferred Document Scanning Suppliers by Stafford Borough Council

Please contact us for further information of scanning for upload into all types of EDM solutions.