McPherson Document Solutions Limited

Transcription

1 McPherson Document Solutions Limited MacDowall St, Paisley, PA3 2NB T F Registered in Scotland SC Vat Reg

2 About us.. McPhersons is one of Scotland s best known and experienced Document Management Specialists. Our staff have over 40years experience in the ever changing field of document management. We are possibly the only document management bureau to offer a full document management solution under one roof; Scanning / Microfilming / Storage and Document Management Software. Working to ISO standards and by using production scanners and microfilm equipment we are able to capture all an organisations documents, drawings and microfilm. Allowing quick, simple, reliable and more importantly a cost effective solution to accessing your Companies information via electronic media. Based, in Paisley we operate from an 8000 sq ft office and factory unit designed specifically to our needs. In addition to using high speed, quality and reliable scanning technology, all our staff are Disclosure Scotland checked. We feel we have a first class team of loyal, knowledgeable and experienced staff who are happy to help with any of your Document Management requirements We look forward to working with you to ensure quality, service and reliability to meet your organisations document management needs.

3 Our Client Base We have a varied market sector throughout Scotland, England and Wales. Below, please find a handful of our customers. Testimonials are available upon request.

4 Production. Whatever your requirements are; Digital Scanning or Microfilm, our production department is more than capable of dealing with your every need. McPhersons own in-house Microfilm department ensures this ageing form of document management is still met for many of our clients. Forms include 16mm and 35mm film producing jackets, aperture cards and roll film on a weekly basis. Our Scanning department uses the latest in digital archive technology to ensure the images are of the highest quality. Whether your requirement is documents, drawings, books, paintings or even microfilm scanned to various formats (Tif, PDF, PDF/A, Jpeg being the most common) the department can handle the tightest of deadlines. Once files are scanned they are indexed with a unique reference point within a searchable database and with OCR when required ensures the clients can retrieve their information quickly, accurately and can be imported in to their existing document management system. Recently we have seen an increase in the demand for digitisation of Microfilm. We therefore purchased the market leading scanner for such material in the form of a Sunrise Microfilm scanner. This allowed us to complete a 3,500,000 image microfilm to pdf format project with searchable database for a leading oil company. We specialise in scanning of NHS files, HR records, Building and Planning files and legal documentation such as property Deeds to name a few.

5 Uplift of Documents Documents will be uplifted by McPherson s own transport on an agreed timetable. If required boxes will be provided. Our driver can also load the boxes from shelves. Driver will carry company ID card at all times. Boxes will be booked into McPherson s job tracking system. Job will be given a unique job number. Each box will be labelled with customer name, the job number and a box number. Job Survey report (JSR) will be produced showing specifications for job. All relevant paperwork is filed within a physical job folder unique to each job. Requested documents can be ed, faxed or a hard copy delivered to client when required.

6 PREPARATION Job will be passed to production co-ordinator who will track jobs process within production. Production coordinator has weekly meetings with sales and Production director to discuss progress of each job. Operators will de-staple each batch, ensure there is a readable point of index on the first page of each batch as well as a general tidy up of any folded docs, dog eared etc. if required each batch is secured with a paperclip. Multiple batches are then held securely by rubber bands. Each operator will log their name and time within job folder and daily time sheets to ensure traceability and quality of work. Boxes are highlighted with a red sticker to show all work has been completed by preparation dept.

7 SCANNING McPherson s scanning operators will scan and quality check each image as well as ensuring the first page of each batch has a clear point of index. Any rescans required to enhance quality will also be carried out at this time. Each operator will log their own time within job folder, showing which box they worked on and at what time. Operators will log their daily total scans within job folder and a daily timesheet. Once box is scanned, documents will be placed back in original sleeve within box and operator will sign the label on each box to show box has been scanned. Boxes will then be held within McPherson s secure onsite storage area to await either return to customer or if customer prefers after an agreed timescale authority will be requested to destroy.

8 INDEXING McPherson s indexing dept will ensure all daily scanned totals match to the scanned images held on system and this will be noted in job folder. Operators will index each batch using the agreed indexing fields. Operators will perform further quality checks on scanned images and indexing, and if required rescans of documents to ensure highest possible quality. All indexing staff are experienced scanning operators to ensure the highest possible scanning quality is achieved. Operators will log their own time and totals within job folder and daily timesheets.

9 FINAL QUALITY ASSURANCE CHECKS Scanned images and indexing will be spot checked by production co-ordinator to meet ISO approved level of quality. Meta data containing indexing information is further checked. Images are either burnt to disk with an agreed password using a 256bit AES encryption within a zip file or will be securely uploaded to the hosting site. Boxes identified by customer to be returned are then delivered by McPherson s personnel to clients offices.

10 Security. All work is prepared, scanned, indexed and the storage of physical files is carried out by our own staff in our own building. All windows and doors when not in use are secured by means of lockable electronic roller blinds. Externally there are recording colour cctv cameras covering every angle of our facility. In addition our facility is monitored 24 / 7 by BT redcare alarm system via ADT Security Services. Entry to all production, sales, admin and warehouse areas is controlled via means of a digital keypad entry system on all doors. All staff are Disclosure Scotland checked. Our Internet and internal network is secured via two built in firewalls (NAT and SPI type). Data Protection Act - Z Full details available upon request.

11 Confidential Destruction In line with our Data Protection Act procedures after 8 weeks (or as per agreed with client) McPherson s will request authority to destroy all paper hard-copy documents and scanned images held within our premises. This will be done by means of a certificate faxed or ed to client requesting a signature to authorise destruction. Once signed, all documents will be securely destroyed to DIN Level 3 by our NAID approved business partner. Reisswolf systems and processes comply with BS8470:2006 and have several facilities based throughout the UK and in to Europe. McPherson s use Reisswolfs facility in Inchinnan Business Park, Renfrew for all our destruction needs. For further information and to arrange a site visit please don t hesitate to contact us. Scanned images will be removed from hard drives within McPherson s at the same time as per Data Protection Act, although, if required, data can be held securely on our system as a backup facility.

12 Requested Files. The Client will have constant access to their documents while they are held on our premises. Any individual requiring access to a file should our production director ([email protected]), who will then ensure the requested file is either scanned and ed to Client individual or if hard copy is required, file will be despatched recorded delivery. If file is to be ed, as per our attached Data Protection Act policy, the file will be sent using a prior agreed password with a 256bit AES encryption within a zip file.

13 Systems. As an independent company McPhersons are able to offer several software and system packages to ensure you the client are offered the most appropriate package which suites your individual needs. All our scanned work can be imported into any existing document management system with the use of a data file (.csv,.excel,.txt,.dat etc) which allows simple and direct importing in to an organisation s existing system.

14 Secure storage and archive McPhersons storage facility stretches to in excess of 3000sq ft, with Dexion type long span shelving and to a height of over 20ft. This allows us to store in excess of 7000 archive boxes. It is designed and built specifically for storage of archive boxes to store paper records. The racks were manufactured and designed under ISO 9001 Quality System and conform to International FEM Standards. The first shelf of the racking system is raised approx 7 inches off the floor. Therefore, in the unlikely event of a flood, the boxes on the first shelf will not become water damaged. In addition the racking system is bolted to the ground by means of air gun drilled bolts, therefore there is no risk of the racks becoming unstable and toppling. The racking is accessed by means of a Genie GR15 scissor lift, for which all operators are fully trained and licensed to operate. The Genie has an up to date Loler (MOT) certificate.

15 Contact us.. McPherson Document Solutions Limited MacDowall St, Paisley PA3 2NB t