Charitable Organisations Case Study

The Client:

A government funded charitable organisation based in the UK.

The Problem:

Because of strict document retention and production regulations associated with receiving vital government funding, the client sought to outsource the management of their archive to Mitech Systems to ensure these requirements could be met. The primary issue that the client came to Mitech with was the irregularity of their cataloguing process which made locating individual files difficult.

The Solution:

Mitech took custody of the client’s entire archive, including service user records and their own personnel records. The transfer was made from their sites to Mitech System’s secure site. Over 40,000 individual files within boxes were catalogued according to the client’s needs. The client utilises Mitech’s Scan-on-Demand service for files that are required urgently and opt to use Mitech’s secure email service to receive their documents. They also make regular requests for hard-copy documents to be delivered to their sites. Mitech make regular collections of new records which are added to the client’s inventory. The client was grateful to Mitech for locating a misfiled service user record in 2012, as it helped them to avoid a £100,000 fine for improper records management.

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