Nottinghamshire looks for service centre efficiencies
County council turns microfiche records into electronic format
Nottinghamshire County Council has begun converting 1.8 million pension documents from microfilm to electronic format to make its employee services centre run more efficiently.
The scanned files are being put into a document management system to allow staff at the centre to be able to access them much more quickly and efficiently.
Nottinghamshire County Council's head of employee services, Nigel Dowey, says the jacketed fiche system meant staff were wasting a lot of time and effort to locate details of a particular fund member when they received a query through the Pensions Helpline.
'Clearly this procedure needed to be updated to reduce their time spent on manual administration, and also to meet the needs of today’s rapid-response customer service environment,' he said.
'We urgently needed all records to be instantly accessible through our central system, the pension administration system.'
The council is carrying out the project with Anacomp , a document capture specialist and Dowey says he feels the council made the right decision in outsourcing the project.
'Anacomp were able to handle the technology side and manage the whole project, as well as giving us the benefit of their knowledge of records retention legislation,' he said.
'For instance, they advised us that we should not get rid of the jacketed fiche archive, but that it should be kept as a disaster recovery back-up and also to meet our legal requirements for long-term records retention.'
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