Ordnance Survey adopts an EzeScan Capture Solution to scan and organise 1800 staff records!

Ordnance Survey

Ordnance Survey (OS) is the government-owned national mapping agency for Great Britain. It carries out the official surveying of GB, relied on by government, business and individuals.

With the help of EzeScan, Ordnance Survey has cut the time taken to scan each historic staff record from 20 minutes to 40 seconds. Here’s how they did it.

In planning its move to its new premise with limited space for filing hard copy documents, they were tasked with scanning and uploading their large volume of records to their existing EDRMS. Each individual staff file contained up to 8 different hard-copy records which needed to be scanned and filed correctly - each file could take up to 20 minutes to process.
The EzeScan capture solution allowed them to easily create index cards for each new employee using extracted metadata from the existing database. Using Barcode CoverSheets for each different record type and index sheets, EzeScan would automatically search the staff members details on the index card and scan and upload the documents into the relevant sections.
The time taken to upload and scan each records was cut dramatically from 20 minutes to 40 seconds, resulting in a huge time saving.Security has also been improved as only authorised staff have access to the relevant HR files. Documents can be accessed electronically, anytime from any device.
“Implementation was quick and easy with EzeScan conducting two days of configuration work offsite and then just one day onsite installing, setting up and training the operator how to use the software and scanners.”- Ordnance Survey Team Member