Carlow County Fire Service

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Client Details:

Carlow County Fire Service Case Study

Customer Name:Carlow County Fire Service

Location:Ireland

The Problem

Carlow County Council Fire Service had a large paper archive of fire certificate files which were taking up a large amount of storage space with staff time being wasted having to manually search for relevant files

Carlow County Council wanted to create a digital backup of their records to ensure the lasting integrity of their records for the foreseeable future. Additionally to this, Carlow County Council required the capture of information from the records to be digitised and uploaded in their Document Management System, Diamond Fire. This would enable them to access all documentation related to an individual premises at the touch of a button.

What We Did

In total, Mallon Technology captured 1,500 fire certification files.

Initially, the files were prepared for scanning and scanned into our bespoke scanning application. This has been designed specifically, to our specifications, by Mallon Technology's Software Development team. The application enables documents to be scanned in the specified format and accommodates the associated data capture of index information. Using the bespoke application affords us the adaptability to fulfil the varying requirements of each scanning project.

Each previously prepared section of the file was re-checked and then placed in the A3/A3 production scanners. The section was scanned at 200dpi and the attached index data was also captured.

Any A2+ documents were signed out and passed to our large format section where they were individually scanned on a 42" scanner.

On completion of scanning and the associated index data capture, the scanned images were visually checked for any anomalies. From here, the images progressed to Quality Assurance where they were again visually re-checked against the original document. The veracity of the index data captured was also re-checked by a Quality Assurance technician to ensure data integrity. Once a file had passes the Quality Assurance process it was restored to its original state and signed back into the storage area for return by Mallon Technology to Carlow County Council Fire Service Head Office.

Upon completion of the scanning process the digital versions were signed into the data capture process where specific details were transcribed from the captured images into Carlow Fire & Rescue Service's system, Mallon Technology's Diamond Fire. The transcribed premises data was then located on a vector map using a street search and any associated metadata was recorded for that premises.

The Benefits

  • Administration process have been speeded up with access to all documents relating to a particular building available at the touch of a button
  • The complete history of a premises from planning application to closure can be easily viewed
  • Office space has been freed-up for alternative uses
  • Staff no longer have to manually search for paper records
  • Multiple users in different locations can access the same files at the same time
  • Documents can be access remotely at the scene of an emergency
  • A digital backup has been created ensuring there will always remain a permanent record of historical fire certification files
  • Staff have been freed-up from counter duties, making them available for other tasks

Why us:

  • Access to specialist equipment
  • Experience in handling large volumes of files
  • Hands on experience of Council's Document Management System - Mallon Technology's Diamond Fire
  • Ability to collect and return any documentation
  • Software development capabilities
  • Ability to transcribe data into Diamond FIre
  • Highly experienced team of document capture technicians