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PRINT.IT
01732 759725
SCANNING
We’ve had
no problems
with eCopy
ShareScan
and
SharePoint
integration
In the event of an emergency, the
citizens of Shropshire have come
to depend on a swift response from
Shropshire Fire & Rescue. Its 600
fire and rescue professionals and
fleet of 28 fire engines ensure that
any disaster – ranging from chimney
fires to traffic accidents – is dealt
with effortlessly and with minimum
disruption to the community.
Behind the scenes and far away
from the drama of the incidents
it attends, the Shropshire Fire &
Rescue Service Human Resource
Department also provides a swift,
non-disruptive service thanks to
streamlined document workflows
enabled by eCopy ShareScan and the
department’s multi-function printers
(MFPs).
New HQ, new way of working
When the Service built and
kitted out its new HQ it seized
the opportunity to reduce its
dependency on physical documents,
as Sally Edwards, ICT Manager at
Shropshire Fire & Rescue Service,
explains.
“Our old office was going to be
demolished to make way for a brand
new building. We wanted it to look
just as sleek and efficient inside,
which meant we had to reduce the
volumes of hard copy documents
and the 10 filing cabinets they were
stored in,” she said.
The Human Resource Department
was the first to embrace the move
to electronic documents. Initially,
it thought this could be done
by outsourcing the bulk capture
of documents – including staff
members’ personal and employment
records – to an external company.
However, after the Service introduced
Microsoft SharePoint, which makes
it easy to store, sync and share files,
HR decided to capture documents
in-house using the scanning function
of its MFPs.
Scanning for all
It was decided that one person
should be given responsibility for
scanning, but when it became
clear that the department was now
too reliant on a single individual,
HR decided a different approach
was needed and contacted a local
reseller to discuss its needs. The
reseller recommended Nuance
eCopy ShareScan, an ideal solution
for automating the processing of
structured documents using MFPs.
Following a successful Proof
of Concept, the Service acquired
seven eCopy ShareScan licenses
that enable users to capture,
process, connect and insert printed
documents into pre-defined electronic
workflows, straight from the MFP.
Now, all seven members of the
Human Resource team are able
The introduction of Nuance eCopy ShareScan, coinciding with
the opening of a new HQ, is helping the Shropshire Fire &
Rescue Service Human Resource Department go paperless
Nuance eCopy ShareScan
to the rescue
to scan paper documents on the
Service’s MFPs, freeing up the
person who used to be responsible
for bulk scanning to focus on more
interesting tasks that add value to
the Service. “Using eCopy is now
considered just a part of the HR
team’s everyday routine,” said Sally.
The addition of a connector
that links eCopy ShareScan to the
Service’s SharePoint system enables
users to scan documents straight
into the file storage and document
collaboration system. “We’ve had no
problems with eCopy ShareScan and
SharePoint integration. Now, once
a document is captured, it goes
straight into the relevant folder, and
it captures the tagging of the original
source,” explained Sally.
Going paperless
Following the success of its
deployment in the HR department,
Shropshire Fire & Rescue Service
is now considering implementing
eCopy ShareScan in the Finance
and Administration departments to
help them reduce their dependency
on physical documents.
Whatever the outcome of those
deliberations, Sally says she
wouldn’t hesitate to recommend
eCopy ShareScan to others.
“There are three things that
really stand out for me, and they
include the ease with which eCopy
ShareScan integrates with our
MFPs and with SharePoint. I like the
fact that it is easy to tailor to meet
our needs, while our HR department
have taken to it really well without
any complaints or concerns. I have
to say that, overall, the deployment
of eCopy ShareScan has been a
huge success.”
Challenge
n
To reduce dependency on physical documents
n
To reduce paper volumes and filing cabinets
n
To ensure all Personnel Records are captured and filed correctly
Strategy
n
To deploy Nuance eCopy ShareScan
n
To integrate it with Microsoft SharePoint using an eCopy Connector for Microsoft SharePoint
Results
n
Document capture now simplified for all users and brought back in-house
n
Document capture using eCopy ShareScan a part of the Human Resource department’s
daily routine
n
All Personnel records easy to find
