Case Study: Swale Borough Council achieves compliant, automated document retention and disposal with Civica's Digital360 Disposal module

Swale Borough Council ensures compliant document retention and disposal

Swale Borough Council, which serves around 145,000 residents in Kent, needed to ensure compliant deletion of scanned housing benefit and council tax support case files held in its Civica Documents EDM system. Manual disposals were time-consuming, risky and causing server strain, so the council engaged Civica and its Digital360 Disposal module to automate retention and disposal in line with policy and regulations.

Civica’s Digital360 Disposal module was configured for a six-year retention, runs four times a week with a six-month safeguard, and includes GDPR-supporting features; it automated secure removals and disposed of about 6 million expired documents over three years. The result was freed-up server space, improved Civica Documents performance, simplified compliance and cost savings, and high user confidence in the Civica solution.

Swale Borough Council

Colin Gibbs

System Administration Assistant