Document Storage Challenges: Case Study
See how Principal's solutions, software, support and training sessions helped an NHS Trust reduce storage space for records and enhance working practices without compromising convenience and security.
Good Health
Fit to Burst
It was late 2008 and changes were afoot for Portsmouth NHS Trust. The Learning and Development Department (LDD), which oversees the training and development of healthcare professionals, would have to transfer to another office. But document storage was already an issue for the LDD, with its crammed filing cabinets, and its new office would be smaller.
"Applications and training records have to be stored for 30 years, for legal reasons," explains Business Manager Lynn Hansell, "so we had to get cleverer about it."
The Trust's IT department recommended the Principal team, who suggested using the electronic document management system Invu. It was time to wise up – and slim down.
Less Bulk, More Muscle
By April 2009, the LDD's document system was leaner and better, thanks to the installation of Invu. Hardcopy storage had been cut dramatically. Authorised staff could access whatever they needed via their desktops. And the transformation had been smooth.
"There was no disruption to our business and no downtime. Principal ran group and one-to-one training sessions with any team members who needed it, and has since supported us both online and by phone."
Hansell feels that staff have fully embraced Invu.
"The concept of having all documents scanned electronically can be scary, but when people see that they can search for and recall documents in seconds, print them out, and have full control, they understand the benefits."
Good Practice
The Invu software has transformed working practices.
"The main bonus is that we are paperless," says Hansell. "Before, staff said they couldn't manage with fewer than four drawers of a filing cabinet, but with Invu they proved they could. It gives us real value for money as well as being convenient. Everything is always accessible on-site. Plus, using different search methods, you can pull out exactly what information you need."
Fit for Purpose
Hansell says the LDD enjoys great service from Principal. So what impressed them?
"Principal has strong customer care ethics. They respond very quickly to requests and don't mind you asking stupid questions. If they don't know the answer straight away, they will find out and get back to you. We feel very confident in Principal's support services and it helps us get on with delivering our service."
Healthy Outlook
"Their level of service," she answers. "They are professional, knowledgeable, easy to deal with, and easy to get hold of. They have not promised anything they haven't delivered."
Ah, that feels good. Here's to Principal, Invu and health!
