Alchemy

With loss of data by organisations featuring in the news more and more frequently, it begs the question … how do you manage your data?

It was recently announced that 132 local authorities have admitted to losing sensitive data in the past three years.

Buckinghamshire County Council and Kent County Council were the worst offenders, each acknowledging that 72 data loss incidents took place between August 2008 and August 2011.

Some incidents were more serious than others and at least 35 councils lost information about children in their care. (http://www.computing.co.uk/ctg/news/2127193/loss-epidemic-uk-local-authorities)

Using ProcessFlows’ document management solutions, you could help to make sure that your data is much more secure. Our OpenText Alchemy and OnBase solutions have secure document repositories and information stores with Credential Management Systems, meaning that staff are only given access to what they’re allowed to see.

Please click here to see how Rochdale Metropolitan Borough Council used our document management solutions to not only improve the security of their documents but also;

• Import approximately 500,000 planning & building control files containing letters, maps and photographs into the system – meaning they were safe from damage or loss
• Reclaim prime office space previously used for more than 30 cabinets of planning files, taking up two entire rooms
• Gained a Return on Investment within the first 12 months
• Achieved Government ‘best value service targets’, aided by access times to documents being reduced from 30 minutes to less than five seconds per document

If you would like any more information on how ProcessFlows could help your organisation become more efficient at managing your data, please contact us on 01962 835053 or email enquiries@processflows.co.uk.

For over 25 years, Price Brothers (UK) Ltd has been part of the Great Man-Made River water supply project in Libya, a project set up to bring fresh water from deep under the Sahara Desert to coastal towns and cities. They were responsible for the original design of this 1600km underground network of pipes and aqueducts, which is recognised as being the largest of its type in the world.

Over this time, they amassed a huge library of documents. Current project documentation alone is estimated to be three quarters of a million paper documents – a mixture of drawings, plans and critical correspondence.

Using an Alchemy document management solution, ProcessFlows partner Castle Document Management has been able to provide an electronic filing cabinet for Price Brothers which exactly replicates and retains their manual filing system.

Searching for information and drawings is now a quick and easy desktop function. Documents can be retrieved and viewed from the CDs at the click of a button and office space taken up by large filing cabinets has been reclaimed, as there is no longer a need to retain the paper documents.

Having dealt with current project documentation, Castle Document Management is continuing to work with Price Brothers to electronically archive older information. Once the process has been completed and everything is in electronic format, backed-up and secure, the paper will be securely destroyed, in line with compliance regulations. There is also the option for Castle Document Management to host the Alchemy repository. Users would then be able to access their documents from any web enabled device. Either way, there is no need for a dedicated document storage server.

Please click here to read the full case study.

If you would like any further information, please contact us on 01962 835053 or email enquiries@processflows.co.uk.