The Leprosy Mission
The Leprosy Mission is an international Christian charity which diagnoses, treats and offers specialist care to leprosy patients. The England & Wales division concentrates its efforts on eleven countries in Asia and Africa, working on projects aiming to help transform the lives of leprosy-affected people.
Like many others in their industry sector, The Leprosy Mission produces a lot of paperwork. Gift aid declarations and direct debit forms are just some of the paperwork that has to be kept, and with a retention period of the lifetime of the declaration plus seven years, storage of the paperwork was simply becoming unmanageable.
- Enhance Security
- Save Space
- Efficiency and Time Saving
- Ensure Audit Trails
- A full disaster recovery plan in place;
- Save on storage space to achieve move to open plan working within the office;
- The ability to match the gift aid declaration with the donor database and vice versa in the fastest and easiest possible way;
- To have complete audit trails for both HMRC and internal audit trail purposes.
Utilising Space more Effectively
"The initial need for scanning was to save on physical storage space so that we could utilise the space more efficiently - we needed office space and space to store exhibition equipment.
We had two rooms full of archived paperwork that was much older than the required policy of a 3 year retention period. Half of the paperwork was destroyed and the rest was scanned.
I found Papershrink services online and they seemed to offer the right solution for us. The archived contract files were scanned first and we continue to scan these on an on-going basis. The rooms used to store the paperwork originally are now completely paper free and the space has been converted into an office area. We have moved onto scanning accountancy files as we would also like to utilise the storage space used for these more effectively.
We find accounts paperwork needs to be retrieved more often than the contract files so having a quick accessibility to the accounts documentation is really useful," describes Andrew.
Speedier Customer Service
"Before scanning the paperwork, finding the paper file could easily take up half an hour which ultimately wastes staff time and money. Having the files available electronically significantly reduces time spent looking for the physical file and improves accessibility considerably. Furthermore, we are able to provide a speedier customer service because we can reduce the waiting time for the client who requires the information. This is particularly important for us as retrievals often occur when there is a problem in the contract and therefore the engineer needs access to the file as quickly as possible.
Scanning our paperwork into electronic format provides ease in searching for the information we need access to. Each contract file is given a unique contract reference number which I provide to Papershrink in an excel spreadsheet at the beginning of each project. Papershrink then index the file according to the spreadsheet and we use the contract number as reference to search by."
“Another benefit of digitising the paper files is for back up purposes. The paper copies were the only copies we had and although the storage rooms were safe and secure there was still always the risk of the paperwork becoming damaged.
We have also just last year obtained compliance with AS/9100 Aviation, Space and Defence which means we have changed our retention period of all documentation from 3 years to 10 years. Scanning allows us to maintain and have access to the electronic information for the entire 10 years without having to keep the paper files."