Every organisation has some documents which it needs to keep, in order to comply with regulations. These documents don’t regularly need to be viewed in electronic format. But even so, you might need to share them digitally from time to time – and of course, you need to know where they are. That can be a problem unless you have a dynamic document archive. This is where CAS’s scan on demand service comes into its own. You don’t have to scan all your documents in one go to benefit from safe, secure archive storage and fast digital retrieval. With scan-on-demand, you can make cost-effective use of your archived documents by requesting a digital copy of any document you need, whenever you need it. At the same time, you’ll have peace of mind that all your documents are being stored in high-security, fire-proofed warehousing by a company with industry-leading accreditation.

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How scan on demand works

Simply order up a digital copy of a file you have stored with us. Should you need to view a document urgently, you can get fast access to a digital copy with our express service, which guarantees a two-hour turnaround time. Your files can be pinpointed wherever they are in our warehouses thanks to our state of the art RFID barcoding and document tracking system.

Once you have indicated that you need a digital copy of a file, it is prepared for scanning by our experienced document management professionals. They remove extraneous items such as paper clips and staples, and individually scan each page including any additional items such as added notes and post-its. After they are scanned, the files are coded and the digital record added to your virtual record library. The original records are then returned to their storage box.

Scan on demand, part of our suite of digitization and archive services

Our archive storage service offers a complete end-to-end service. Choose the whole process or cherry-pick the steps you want. One of our team members will collect your documents whenever you require, at pre-agreed intervals or on demand within two hours. They will barcode the records immediately to enable continuous tracking as documents are transported to our scanning facility.

All pages and additional notes are scanned with our Smart Scan System. This converts content into editable text so that you can search for terms in the full body of a document. The original hard copies of your files are then repacked in our durable document storage boxes for archiving. Each box is barcoded, recording the contents to enable fast and accurate retrieval when needed. We can then provide you with a digital record of your files, on CD, tape or hard drive, which will be delivered back to your office.

CAS-Cloud – a flexible document management system

Your digital file is also added to an encrypted digital archive which only your named personnel can access. Access is through CAS Cloud, a state-of-the–art hosting system which allows you access to your records from anywhere in the world. CAS Cloud maintains a complete record of any action performed on a document, be that opening, amending, copying, or deleting. This audit trail ensures strict compliance with data protection and regulatory requirements, meeting internationally recognised standards.

Whichever of our warehouses your files are stored in, and wherever you are in the world, you can access the scan-on-demand document you’ve requested digitally, either via our secure CAS-Cloud or by having it sent straight to your email inbox. When the situation demands it, you can also benefit from fast access to your documents with our express service, where we guarantee a two-hour turnaround time for urgent requests.

Case study: how scan on demand helps NHS Trusts

It is no secret that the NHS is under enormous pressure to get the most out of existing resources. This pressure focuses increasingly on reducing costs associated with administrative functions within the NHS estate. One way to reduce administration, and simultaneously increase the physical space available for clinical care, is to scan and digitise patient records. In 2016 the government announced allocated £1.8 billion to support the digitisation of patient records helping to achieve the long-term aim of a paper-free NHS.

Not all patient records will be needed on a ‘live file’ basis. With scan-on-demand, NHS Trusts can determine which documents are in constant use and need to be retrieved, updated and returned digitally. CAS is an ISO-certified provider and is fully approved to handle NHS records. And we have a solid track record of working with NHS agencies. See our case study on how CAS helped Cambridgeshire Community Services NHS Trust to undertake a project to relocate and digitise over 20,000 confidential client health care files.

Contact one of the CAS team today to talk about our scan on demand and archiving service, together with all our other document storage and facilities management services.

About CAS document storage and management

CAS provides comprehensive and secure document storage and management, scan on demand, and facilities management services. For more than 20 years CAS have worked with NHS Trusts, Financial Services providers, and corporate and private clients. Our head office is just four miles from the City of London, supported by our advanced storage centres across the UK. CAS has an impressive array of International certifications (ISOs), which prove our compliance with the strictest national, European and international laws. They also demonstrate our commitment to provide innovative systems on security, confidentiality and quality control in keeping your files safe and well managed.

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