Greenwich
have literally thousands of pieces of paperwork which needs
to be kept for a minimum of seven years and in some cases
for twenty years. Based in the City archiving was proving
to be very costly and highly inefficient in terms of fast
retrieval of data.
Falcon introduced Canon ScanFile and scanning technology to Greenwich
and it soon became apparent that this would save Greenwich a tremendous
amount of time, effort and money. A fully networked system was installed
with very few problems and after the initial training they were off and
scanning.
Tony Doyle explains how it is being used and details plans to roll it
out across all areas of the company:
"ScanFile's
primary use at present is the scanning of slips - the whole of the
business written by Syndicate 994 for 2001 has been scanned (some 3400
contracts ranging from 3 to 50 odd pages per contract in length. (These
are normally A4 size but some of the slips are exactly half the size).
We are currently in the process of scanning the 2002 slips in the same
way and would expect to have a similar number of contracts by the end
of this year. It is the intention to do this again for 2003 (Claims
willing)
The syndicate also propose to scan their re-insurance contracts onto
the system - starting with the 2002 account going back to 1993 (if
they can be found!)
We have also scanned on the various contracts that either GSL or the
Managing Agency have entered into (The original copies are to be held
off site with Wilde Sapte)
Human Resources are also intending to copy Personnel files onto the
system
Some of the Company Secretarial Data will also be scanned on for the
Various Greenwich Companies - Board meeting minutes / Company house
returns etc."
We are working closely with Falcon to enable our networked copiers
to scan directly into the document management system thus speeding
up the process and enabling more of our staff to convert paper documents
to scanned images.
We fully recommend Canon ScanFile and Falcon to any company that has
issues around filing – we don't know how we managed without it!"
Copyright © 2002 Falcon Copiers plc
