DIGITISING SUPPORTER SURVEYS FOR A NATIONAL HEALTH CHARITY

A SECURE, SEARCHABLE DIGITAL ARCHIVE SOLUTION FROM SCAN2ARCHIVE

THE NEED

A national charity providing health services to remote and regional communities had thousands of paper based supporter surveys that needed digitising. Each survey was an 8 page, double sided A4 booklet, and the charity needed to find any survey quickly by donor ID or recipient name.

THE CHALLENGE

The surveys held sensitive supporter and health information, so the charity needed a provider it could trust with secure handling and destruction of the paper records. The donor ID was printed vertically across an A3 spread, which made manual searching difficult, and all work had to stay onshore in Australia.

KEY CHALLENGES

colour-coded-student-files-on-shelving-circle

Securely handling sensitive donor and supporter information from collection through to destruction.

paper records boxed ready for scanning

Searching by a donor ID printed vertically across an A3 spread, an unusual layout for manual retrieval.

scanner feeding loose paper records

Scanning a high volume of 8 page, double sided booklets (around 3,500 surveys) to a tight schedule.

Keeping all scanning, storage and destruction onshore in Australia, with a full chain of custody.

THE SOLUTION

Scan2Archive was chosen for its ISO certifications (AS/NZS ISO 9001:2015 Quality Management and ISO/IEC 27001:2022 Information Security Management), its experience with sensitive government, health and not for profit data, and its guarantee that all work stays in Australia.

Scan2Archive provided the end-to-end solution which included the following key areas:

  • Confirmed specifications and scanned three sample surveys to check the OCR search worked before the full run.
  • Removed staples and cut each survey down the spine for automated feeding, keeping page order intact.
  • Scanned all 8 pages per survey in full colour at 300 dpi, capturing handwriting and coloured pen.
  • Cleaned up every scan, straightening pages, cropping borders and removing blank pages.
  • Ran OCR across all surveys so files could be searched by donor ID or name.
  • Delivered files in batches of around 500 surveys via secure FTP.
  • Held the paper for 10 business days after delivery for the charity’s own quality checks.
  • Securely destroyed the approved paper onshore, with a Certificate of Secure Destruction and chain of custody record.

THE RESULT

The charity can now find any supporter survey in seconds, searching by donor ID or name, with the paper securely destroyed once quality checks were signed off.

Contact our professional team today and discuss how we may assist your project needs

  • 1300 789 684
  • info@scan2archive.com.au