Document Scanning Solutions for Universities

With the ever increasing number of students attending UK Universities, it is hardly a surprise that the volume of paperwork processed by staff is so high. The most paper-intensive departments will typically be the Finance and Payroll functions, handling documents such as Purchase Invoices, Expenses, Cashiers Documents and Personnel Files.

The high volumes of paperwork tend to cause major storage problems, with many Universities simply unable to allocate sufficient space for archiving. However, for compliance reasons the documents will have to be retained for specific timescales.

MTL Document Services has a successful track record of working with Universities to help reduce the burden of document storage. During August 2006, we scanned approximately 100,000 pages for two of our Clients in this sector.

For the first Client, based in the Midlands, 50,000 documents were collected from the Payroll Department, as the existing archive space had reached capacity.  The documents were subsequently scanned, indexed and mastered to a set of CDs within a fortnight. The Client is now able to search for documents using any combination of three index fields, drastically reducing the amount of time spent locating documents.

After a successful tendering process, MTL has been awarded a three year contract to scan documents for another North West-based University. On average, 50,000 finance documents are collected each month by MTL, to be scanned and returned within a two week timescale. As part of the contract, MTL installed a software solution from the Lesspaper Hosting suite. One of the requirements specified was for the users to be able to access the scanned images through their integrated business information management system, Agresso. A member of the MTL Technical team coded the link between the two systems, and enabled the delivery of the requirement.

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