Churchill Retirement Homes

Industry: Care Home Sector

Project Scope: Secure Scanning of Over 3,000 Archive Boxes

Churchill Retirement Homes, a prominent provider of retirement housing, embarked on a major digital transformation project to enhance operational efficiency. With over 3,000 archive boxes containing essential financial documentation—such as invoices, purchase orders, and expense reports—digitisation was critical. Churchill Retirement Homes chose Plan2Scan as their trusted partner for this significant project, solidifying their commitment to innovation and digital transformation in the care home sector.

Project Drivers

Churchill Retirement Homes initiated this project with clear objectives:

1. Market Leadership in Digitisation: As a key player in the care home industry, Churchill Retirement Homes aimed to become a leader in digital transformation. By digitising their financial records, they sought to demonstrate forward-thinking innovation while setting a new standard for operational efficiency within the sector.
2. Improved Recall of Business-Critical Documentation: With vast amounts of financial data stored in physical formats, accessing important records had become increasingly time-consuming. The goal was to improve recall efficiency, allowing quick and easy access to essential documents.
3. Enhanced Audit Compliance: Meeting both internal and external audit requirements is essential for care providers like Churchill Retirement Homes. Digitising financial documents was a key strategy to ensure that records were well-organised and readily available, improving the pass rates of regulatory audits.
4. Reduction of Physical Storage Costs: Housing over 3,000 boxes of paper records created significant physical storage costs. By digitising these documents, Churchill aimed to significantly reduce storage expenses while freeing up valuable space for other business needs.
5. Improved Operational Effectiveness: Overall, Churchill Retirement Homes sought to create a more efficient operation, where digital documentation would help streamline workflows and enhance decision-making processes.

Plan2Scan’s Role in the Project

Plan2Scan played an essential role in the successful execution of this large-scale project, managing the digitisation of Churchill Retirement Homes’ critical documentation from start to finish. Our expertise in document scanning ensured that the entire process was secure, efficient, and aligned with the client’s goals.

Preparation of Documents – Plan2Scan began by carefully preparing the physical documents for scanning. This involved removing paper clips, staples, and other obstructions while organising the financial records in a way that made them easy to scan and digitise.

Sorting and Categorisation of Documents – Given the diverse types of financial documents—such as invoices, purchase orders, and expense reports—the Plan2Scan team systematically sorted the records into categories. This step ensured that each document type would be processed in accordance with its specific requirements.

Scanning with Advanced Equipment – Using a range of high-quality scanners, including specialised equipment for various document sizes, Plan2Scan digitised the archive boxes efficiently. The financial documents were converted into high-resolution digital files, ensuring accuracy and clarity.

Security and Confidentiality – Due to the sensitive nature of financial documentation, Plan2Scan ensured that only security-checked personnel handled the documents. Adhering to strict confidentiality protocols, the entire process was carried out with the utmost security, protecting Churchill’s data at all times.

Indexing and File Management – Plan2Scan indexed each digital file according to its document type and relevant metadata, creating a searchable database of financial records. This allowed Churchill Retirement Homes to quickly and easily locate specific documents, improving recall times and supporting audit readiness.

Secure Sharing of Digital Files – Once the documents were digitised and indexed, Plan2Scan securely shared the files with Churchill Retirement Homes via encrypted file-sharing methods. This ensured that sensitive financial data was transmitted safely, in compliance with industry data protection standards.

Secure Destruction of Physical Documents – Upon successful confirmation from Churchill Retirement Homes that all digital files were accurate and complete, Plan2Scan securely destroyed the physical documents. Following industry best practices, the records were disposed of in a secure and environmentally friendly manner.

Results and Impact

The collaboration between Plan2Scan and Churchill Retirement Homes delivered significant benefits:

Faster Access to Documents: The digitised financial records can now be accessed almost instantly, improving Churchill’s ability to retrieve key information and make timely decisions.
Increased Audit Compliance: The well-organised digital files have enhanced Churchill’s ability to meet audit requirements, contributing to higher pass rates in both internal and external audits.
Cost Savings: By eliminating the need for physical storage, Churchill Retirement Homes has reduced overhead costs, freeing up resources for more strategic initiatives.
Enhanced Operational Efficiency: The digital transformation has streamlined processes, improving overall operational effectiveness and allowing for more agile and informed business decisions.

Plan2Scan is proud to have supported Churchill Retirement Homes in their journey towards digitisation, delivering a secure, efficient, and high-quality solution that meets the evolving demands of the care home industry.

"We only had a small volume of documents to scan but were not made to feel like a small customer. The documents needed to be scanned in a secure location and consisted of A4 to A2 plans that needed scanning in high quality to ensure all details were captured. We were very happy with the service and quality of the digital files that were retuned and would us Plan2Scan again."

"Plan2Scan introduced us to OCR technology software that actually reads the documents as they are being scanned, this meant we could scan the drawings in batches, simply open the PDF and do a search on the drawing number we were after."

"We wanted to move our DocuWare and Scanning support to a provider that could bring our document management to the next level. Plan2Scan helped to utilise tools within DocuWare which has helped to speed up the scanning process. This efficiency gain has been passed back to us and now not only has the turnaround of documents appearing in the system been improved but our monthly invoices have also decreased."

"We were re-designing our office and needed to scan some secure documents that we no longer had space for. Plan2Scan were more than happy to talk us through the scanning journey and provided reassurances that the work would be completed professionally and to a high standard. We were not disappointed; the digital files were returned with a higher quality than we had imagined and well presented. We now run monthly collections with Plan2Scan and are very happy with the service."

"We needed to scan a range of business documents that we had to keep for an extended period for GDPR purposes. We contacted Plan2Scan who took us through the scanning process and helped provide some guidance around how to scan the documents without it being expensive (unlikely we would access these documents in the future) while still ensuring the scan quality was high and we could access and locate files easily should we need to. Files were collected, scanned and returned to us exactly as promised we would recommend Plan2Scan and use them again."

Churchill Retirement Homes

Project Drivers

Plan2Scan’s Role in the Project

Results and Impact

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