Port Sunlight Village Trust – a digital scanning case study.

A peaceful Merseyside village, Port Sunlight houses 1,450 residents (2001) but back in 1888, it was built to house a population of 3,500 soap factory workers. Containing no less than 900 Grade II listed buildings, the village was declared a conservation area in 1978.

The Drawn Together collection came about from a desire for people to be able to use the architectural drawings to understand and manage the historic buildings in the village and to appreciate the significance and beauty of Port Sunlight’s architecture.

Cull was commissioned to digitally scan the majority of the drawings that form the collection – over 1,300 digitised architectural drawings from 29 architectural practices. These large, Victorian drawings required the largest of the scanning equipment and plenty of patience whilst the delicate A0 paper was sorted, scanned and preserved for future generations.

Cull’s team collected the precious drawings directly from Unilever Archives and Bolton Library as well as Wirral Archive Centre and within four weeks, the historical architectural drawings in digital format were ready for the Port Sunlight Village Trust’s Drawn Together exhibition. The historical drawings were returned to their relative archives where they will remain.

“We’re thrilled to do our bit to help preserve the history of our local area. William Cull, our founder, my grandfather, would have known Port Sunlight well, so we’re proud we had the opportunity to honour these roots. Cull has come a long way in 95 years; from producing original images, to digital scanning of archive images for future generations to enjoy. ” – Damian Cull

Heather McGrath-Alcock from the Port Sunlight Village Trust said, “Warren Caine and his team at Cull Paperless Solutions worked creatively and efficiently to ensure the highest standards possible were used to transport, digitise and name 100’s of original, historic drawings of Port Sunlight village for the Drawn Together project. The documents ranged in size and material and presented challenges for handling, digitisation and data storage. All of this was managed in an efficient and friendly way. The results of the digitisation project are excellent and are available on the Drawn Together website.”

The Problem

Omega Facilities Management deals with hundreds of contracts and customer files relating to security and cleaning agreements with their clients. The office was very paper heavy and it could sometimes take a couple of days retrieve information from previous contracts.

The paper files are regularly updated and added to, however there were no digital backups which was a concern to Managing Director Derek Walsh.

The Solution

Derek recognised the need to look at the digitisation of these files, as well as providing the company with a quick indexing and search function for the future. By working with Jamie Lloyd at Cull Paperless, Derek was able to send off the historic files for scanning and storage, then could upload the digital copies to his own backed up network.

This has enabled Derek to access historic files in seconds, and also future proofs the system notes – allowing staff to add to the current customer folders digitally. The solution saves both valuable staff time, stationery and paper costs, as well as prime city centre real estate in the office, to allow for the company to expand its staff.

Omega

The team at Cull Paperless is brilliant. From initial meeting with Jamie, it was clear he wanted to know all about our business to ensure we faced little disruption to our working day. Secondly, we looked at how we wanted the files scanned, indexed and bookmarked. At this point, Jamie introduced the Bureau Manager Stuart, who talking us through the processes his team goes through to ensure a quick and accurate scanning and filing process. This put our mind at ease from day one, and the speed and professional of Jamie’s team ensured we faced practically no business disruption. We had some live work scanned too, and we couldn’t stress enough how quickly we needed the files back. Cull Paperless accommodated this request with ease, and had the files back 2 days before our deadline. We can’t recommend them enough.
Derek Walsh, Managing Director, Omega FM

Culls’ solution and service portfolio enables us to cater for the full document management lifecycle. Whether the need is an in-house document management solution, an outsourced scanning service or even a feature rich cloud based EDRM solution, Cull can deliver. We work with you to understand your business needs and budgetary constraints to arrive at a bespoke solution.

The Customer               Jackson Lees
Sector                             Legal Firm
Document Type           Matter Files
Volumes                        8,000,000 pieces of historical paperwork. Over 100,000 pages converted each month

Jackson Lees

Jackson Lees are a progressive legal practice in the North West serving clients both locally and nationally. Jackson Lees advise private and business clients providing a full range of services including Accident and personal injury, clinical negligence, family law, wills, trusts and estates amongst others. For the commercial sector, they advise on a full spectrum of issues including Commercial Litigation and Commercial Property, as well as Employment Law, Business Services and Corporate.

The Issue

Like most Law firms, Jackson Lees deal with a huge volume of paperwork. As the burden of storing records grey, they established a central off site location to store all documents ensuring they were meeting with stringent legal requirements. As government and SRA requirements have evolved it means that documents need to be kept for long periods and sometimes indefinitely. The Principals realised that the total volume of files stored with constantly increase and taking extra storage space was not an option.

The Solution

The solution was simple. Jackson Lees needed a solution that could store all of their documents electronically as well as the capability of converting them. Combining FileDirector Document Management software with the Cull bureau service has enabled Jackson Lees to free a huge amount of space, increase business efficiency and dramatically improve business continuity and disaster recovery capabilities.

Feedback

We have now disposed of our central storage unit, and we can find everything we need at the click of a button. This allows us to work more efficiently and has save a considerable amount of space.
Ian MacGregor, Managing Principal, Jackson Lees