Black Box have been working with the Leigh Academies (http://www.leighacademiestrust.org.uk/) for several years as the trust moves towards digitising its HR, Business Files and Student Records.
One by one we are gradually taking on the scanning of Year 7/8 student records as well as HR and Business Files for each individual academy within the trust. The service we provide is very straight forward and the process is essentially the same for each academy.
When an academy is in a position to have its files digitised we first estimate the number of pieces of paper contained within the archive to scan and then provide a cost to process the files. Assuming the budgets have been agreed we then deliver archive crates for the files to be placed within . Once the crates have been filled they are then sealed prior to transportation.
Files are then transported back here to our storage/processing facility where the crates are unloaded and temporarily stored within one of our 24hr CCTV monitored, 40Ft secure sea containers.
All crates are then processed by our team of "DBS/CRB" checked pre-scanning team. Our experienced team can process thousands of documents each day by removing staples, paper clips, book spines as well ironing documents where necessary prior to them being scanned.
Once the files have been prepped they are then passed through our 230 images per minute production scanners and saved as text searchable individual PDF's. The file names used ordinarily represent the name physical name on the file.
Scanned files are then randomly checked for quality assurance before being uploaded to each individual Organisations secure Black Box Citrix ShareFile Cloud portal.
The Free of charge Educational Cloud portals have been created primarily to assist in accessing urgent files very quickly. We have had a number of occasions where various Government agencies have requested access to student files that had only just been collected by us. On each occasion we were able to pick the individual files from storage, scan them and upload the files to the secure portal within 15-20 minutes of our receiving the request for the file. An authorised user either within the academy or representing the Government agency has then logged on and accessed the student record within seconds of it being uploaded.
All Educational Cloud Portals are Full Text/Content Searchable. Authorised Users can type in a search request for a home address post code, parents work place telephone number or relatives contact details etc.. and retrieve a record contained within an electronic file room containing thousands of other records within seconds!
Upon completion of the scanning project, all records are then burned on to DVD and returned to the Academy/School. The physical files can either then be stored in cheap onsite storage within one of our sea containers, returned to the Academy/School or securely destroyed and recycled free of charge.
With regards to the Educational Cloud portals we have taken the view that if scanning works are ongoing i.e. we are to receive student/HR records to scan each year from individual Academies/Schools, we will keep the Cloud portals containing the records live without charging for this service. If with the progress of time the scanning of records is no longer required then an optional nominal charge can be applied to keep the service running.
We recognise that with extremely tight budgets year on year, that any new service a School wishes to introduce will have an adverse effect elsewhere within the School. The scanning of student records although in the long-term will save a School money in respect of storage space, file management and the searching and retrieving of files, we understand that initially there is a cost to cover for providing this service. With this in mind we have developed a strategy whereby we work with academies to process their student records during our less busy periods. By taking this approach we have been able in some cases to reduce scanning project costs by nearly 40%. Whilst we cannot guarantee a fixed price to be applied throughout the year, if we can plan and work with each academy to a suitable time frame we are confident that we can deliver a service that will suit most budgets.
To find out more please contact us so that we may discuss your potential project.