Aspire to digital and reduce paper
Wherever you are on your digital journey, we’re ready to help you take the next step
The world has been talking about a paperless office for years, but it still seems a distant dream for many businesses.
McKinsey estimate that 70% of transformation projects fail. Bain & Company suggest the figure is more like 95%.
This is partly because too many think digital transformation is an all or nothing deal. As the biggest UK-owned Information Management company, we prefer to take a more nuanced approach. Which is why we designed bespoke transformations for each of our 6,000+ customers.
And we’ll do the same for you.
Get in touchSmart strategy tackles ballooning budgets
Too many businesses think digital transformation means they need to scan every scrap of paper they can find. This leads to costs so eye-watering you’d think you’d trodden on LEGO.
We prefer dry eyes and uninjured feet. So we’ll chart you a course through the bricks to the strategy sofa.
We’ll work with you to figure out what your digitisation strategy looks like. Not sure what you need to do to prepare? Not sure what’s in your archives? No problem. Our team will help you figure out what you have, where you are, and how to get to where you want to be.
Smart planning, smart scanning
Once we know where you want to go, we’ll help you figure out the best way to get there.
Got files that you won’t be required to keep in mere months? Or records that you’re legally required to retain but aren’t likely to retrieve? Digitising these records probably won’t deliver the benefits needed to warrant the cost. We’ll box up these files and tuck them away safely in our secure storage facilities.
Want to start digitising on an as-needed basis? Our Scan on Demand service means you can request a digital version of any record we’re storing for you. Request it like you’d request any file delivery and our expert team will carefully prepare and scan your record, putting a digital copy at your fingertips the same day (unless you request it at 16:59, of course!)
Want to test the waters? Our usage analysis will help you identify the records which deliver the most benefits as digital scans. That way you can test processes and systems while enjoying immediate benefits (and immediate returns on investment!)
We’ll also help you identify what sort of digitisation you need.
Small files that don’t take much time to look through? A straightforward scan might do the trick. Huge, multi-page files that would take hours to find what you’re looking for? Optical Character Recognition (OCR) that lets you search for words or phrases might be just what the doctor (and the solicitor and the banker and the candlestick maker) ordered.
Get in touchKeeping you digital
How do you handle a letter that comes in for a digital record? A signed form? A postcard from a particular whimsical customer?
Once we’ve helped you go digital, we keep you digital. Our Digital Mailroom will handle all your correspondence, opening post, email, even postcards, scanning the paper and appending it to the relevant file. So encourage your customers to send that cheeky postcard; it’ll be as easy to handle as an email.
And what comes after scanning?
It’s another headache we’ll take off your hands.
We can securely store the original for as long as you want or for as long as legally required. And we can also securely destroy the paper original for you.
And we take that security seriously. The only way it could be more secure is if we put the shredded files in Fort Knox and left Chuck Norris on the door. Which is why you’ll get a certificate of secure destruction that looks just lovely on your office wall.
Looks better in your audit trail, though.
Peter had a mission in mind: reduce the Octopus Group’s reliance by going digital.
Different parts of the Group had different requirements from digital scanning and they also needed to go digital at different speeds. So we designed a bespoke digitisation strategy and undertook tests and samples to ensure that everyone was happy with what we were going to do and when.
Once records had been scanned and Octopus were happy with the quality and data, we securely destroyed the paper originals, keeping their data security more than intact. And we managed to reduce the Group’s archive of nearly 6,000 boxes down to less than 500, allowing offices to downsize or repurpose expensive real estate.
And when the pandemic struck, the Octopus Group was ready for hybrid working thanks to the digital records library we’d created.
From paper to pixel, we’ve got the answers
Wherever you are on your digital journey, we’re ready to help you take the next step. We’re ready to listen to your needs and put together a personalised strategy to get you where you want to be.
Speak to our team today.