The Client
PEAT NI is a parent–led charity that provides practical behaviour support to all families across Northern Ireland who wish to avail of behaviour analytic intervention in their home environment.
The Problem
When moving offices, PEAT NI realised that they had a large paper archive of files that was consuming a vast amount of storage space. They didn’t want to bring these files with them and instead wanted to create a digital backup of their records.
What We Did
Mallon collected all of PEAT NI’s historical files from their headquarters in Belfast and brought them to our purpose–built data capture facility in Cookstown. When they arrived in Cookstown, they passed through our secure document check–in procedure to our climate–controlled file storage area. As required, these files were signed out of storage and moved to the document preparation sections where they were prepared for scanning and capture processes.
Each file was scanned using our A4/A3 production scanners in PDF format at 300dpi. Once the scanned images had passed a visual check, they progressed to Quality Assurance where they were then checked against the original document.
As part of a complete service, PEAT NI required the destruction of their hard copy files via shredding. We employed the services of our partner company M1 Document Solutions, who carried out the shredding on–site at our Cookstown office and overseen by one of our own personnel. Afterwards, we provided PEAT NI with a ‘Certificate of Destruction’.
In total, the project consisted of 560 files, made up of 15,588 individual pages. The final digital PDF files were delivered to the customer via a secure FTP.
The Benefits
- PEAT NI have been able to free–up valuable office space for alternative uses
- Any sensitive or personal information they held on paper has now been safely and securely destroyed
- A secure digital backup of their records will ensure they never lose access to their important files
- All files are now quickly and easily accessible at the touch of a button
- Multiple users can access files at the same time