Scanning & Document Classification for the Public Sector

Over the years we’ve gained more and more experience in helping organisations digitise and classify their physical files as they choose to go paperless or heighten their security measures. Oftentimes, the information we work with includes sensitive data.

Thanks to a number of certifications by world-leading standards, we are trusted by all kinds of organisations to undertake complex scanning and classification projects involving such information. Our accreditations include BS10008 Electronic Information Management, ISO27001 Information Security Management, ISO9001 Quality Management, ISO14001 Environmental Management, BS EN 15713 Secure Destruction of Confidential Material. These accreditations prove that we have the best practice systems in place to take care of your projects.

A recent contract for Central Bedfordshire Council involved all of the above elements. It required the scanning and classification of physical Special Educational Needs (SEN) files for the Council. The files were a combination of active and closed files and contained confidential information.

Firstly, the files needed to be digitised. This meant scanning all of the physical files through our Kofax capture system. Kofax is a leading solution for multichannel capture, providing a fast, accurate and consistent automated process that securely captures of all types of documents and information.

For the captured information to be actionable, however, the scanned files needed to be classified. We did this using Kofax Transformation (KTM) document classification, which adds automatic document class-action, page separation, data extraction and validation capabilities to files captured by Kofax Capture.

An important additional element of the classification stage was to incorporate predetermined discard rules that had been set by Central Bedford Council for us to adhere to. These complex discard and document classification rules were written into the KTM setup by our experienced Kofax engineer. KTM eliminates the time and human effort required to understand the large volumes of documents and the related information, reducing labour costs, improving information quality and accelerating business processes.

The result was a huge success, with around an 80% classification hit rate achieved on all documents scanned. Discarded images which were not required were exported into a separate file and supplied back to the Council to keep as a safety net for any potential auditing requirements.

The digitised and classified files were then exported to PDF with an XML tag file and uploaded via SFTP to the Council to ensure the confidentiality of the files was securely maintained throughout the transfer. The images and XML files were then automatically loaded into the Council’s Enterprise Content Management (ECM) system for their internal employees to view and use as required.

Throughout this project, we worked closely with our contact at the council, the ECM project manager. As with many projects, communication and collaboration was paramount to this project’s success. After our weekly reports, the project manager was able to communicate with his colleagues at the council to keep them up to date with how the project was going and when it was likely to be completed, and any queries or problems were able to be answered or resolved quickly and smoothly.

In addition, enhanced quality control measures, such as random spot checks on scanned files, were performed throughout the project to ensure total accuracy. Due to the sensitive and confidential nature of the project, we were also asked to produce DBS checks documentation to Central Bedfordshire Council as well as confidentiality agreements, which we were able to provide swiftly.