Case Study: Portsmouth Hospitals NHS Trust achieves paperless working, space and productivity savings with Civica WinDIP

WinDIP is more than an EDM for Portsmouth Hospitals NHS Trust

Portsmouth Hospitals NHS Trust’s HR department faced a major space, productivity and compliance challenge when it needed to move premises with 75 shelving units of paper records (around 8,000 manila folders). Physical files created single-user access bottlenecks, backlogs—especially during the annual junior doctor intake—and security risks during moves. To transition to a paper‑light way of working the Trust selected Civica’s WinDIP EDM solution.

Civica implemented WinDIP with a programme that back-scanned roughly 2 million images from the existing files (reducing shelving from 75 units to 10), created scanning profiles for applicant documents and used custom SQL queries to link ESR data directly into WinDIP. The result was faster, multi-user access to records, a significant reduction in filing backlogs and peak workload, lower archiving and stationery costs, improved audit trails and document security, and the practical ability to complete two office moves—delivered by Civica.

Portsmouth Hospitals NHS Trust

Alison Welstead

HR Administration Officer