Hollard saves time and money with
Nashua Scan Centre
Digitising paper documents allows
for greater efficiency
The challenge: 55 000 confidential paper documents
Storing highly confidential client information and
“The challenge was that these thousands of documents,
documentation is a challenge for many organisations.
55 000 to be precise, were packed in endless filing
We live in an age of information with the result that
cabinets. However, some of the client information
in some organisations, paper documents are literally
contained in these documents is highly confidential
piling up. Finding and retrieving information is often a
so it would not have been appropriate to give our
time-consuming exercise and off-site storage can be
administrative staff access to the data,” explains Hollard
expensive.
Client Administration Manager, Michelle Govender. She
adds that, considering the vast number of documents, it
Hollard was one such organisation where literally
would have been a significant challenge and very time-
thousands of documents, some containing highly
consuming for the company to handle a project of this
confidential client information, was starting to prove a
size internally.
significant challenge. By virtue of the nature of Hollard’s
business, there is a requirement for the documents
Hollard had previously used an external data storage
to be securely stored, but, should it be necessary, the
company but the system was cumbersome as it allowed
documents need to be easily retrieved. With a growing
only six registered and licensed users to access the
team of administrators, Hollard recognised that access to
data and, with a monthly storage fee included, it was
historical data is going to become even more frequent.
expensive.
The solution: Digitising documents
Based on recommendations and an existing relationship
of the original with the overall system ensuring POPI
with Nashua, Hollard appointed Nashua’s Scan Centre
compliance. On completion of scanning, each document
to process all 55 000 documents and to digitise each
is returned to its original state – all without any damage
document. The Nashua Scan Centre, which opened its
or loss of any pages.
doors in early 2008, specialises in providing an efficient
service to scan clients’ existing paper documents, enabling
Once all the documents are scanned they are made
them to save time, money and storage space as well as
available to the client in a usable format as either TIFF
helping them to move towards a full Managed Document
images or as PDF documents, either on a DVD or on an
Solution (MDS). The Nashua Scan Centre establishes
external hard drive. Index information provided by
exactly how the client wants their documents scanned
Nashua’s Scan Centre allows for easy search and retrieval.
and indexed. According to Selwyn Newman, Acting Chief
of Sales for Nashua Solutions, the process is even more
While paper documents may be required for compliance
important than the actual specialised scanning hardware.
reasons, Nashua is able to advise companies on what
“The preparation for large volumes of many thousands of
they need to do in order to be compliant in their
documents, which may be in binders or folders or even
particular industry. The Scan Centre’s processes also help
loose in boxes, is integral in the process” he says.
companies comply with regulations by providing a clear
audit trail and evidence that all pages have been scanned
The Scan Centre removes staples and paperclips,
correctly.
flattens dog-eared corners and removes documents from
automates time-consuming data entry and filing with
“We were very impressed with the
standard of service provided by Nashua’s
Scan Centre.”
a centralised, systematic way to work with documents,
Michelle Govender, Client Administration Manager, Hollard
binders and files. Using specialised software, the scans
are indexed, sorted and filed digitally. The software
and also certifies that each scan is a legitimate scan
“They sourced boxes and physically packed the data
“We now have a very efficient data storage system in
into boxes themselves. We were given a six-week time
place which meets all the necessary Financial Services
frame for the completion of the project, but in fact it
Board requirements, image quality and resolution is
was completed and all documents scanned and indexed
assured, documents can be easily retrieved if there is any
within three weeks. From our perspective it was a totally
ombudsman query, and we no longer have an ongoing
seamless process and we have been delighted with how
monthly storage fee,” she adds.
easy it is to access and retrieve any of the documentation.
We have also been impressed with the very high quality
But what really impressed Govender was how quickly the
of the scanned documentation.”
Nashua Scan Centre representative understood what was
required of this project. “He knew my business, what was
required and provided even more solutions than I had
initially considered. His skill and efficiency were very
apparent from the start of the project.”
Challenges
Benefits
Time-consuming access to thousands of paper
Efficiently and accurately scans large volumes of
documents
paper documents
Access limited to a few employees
Easy document retrieval with searchable electronic
High storage fee
versions and a full index of scanned documents
Compliance and regulations
All documents are certified as copies of the original
Saves space and money as on-site storage is no
Solution
Digitisation service provided by Nashua
Scan Centre
Electronic storage using specialised software
For more information please visit
www.nashua.co.za
February 2016
longer required