Case Study: Northumbria Probation Trust improves document security and efficiency with Data Capture Solutions

Northumbria Probation Trust - Customer Case Study

Northumbria Probation Trust, part of the National Probation Service, was looking for a way to reduce the heavy administrative burden on offender managers and improve the security, trackability, and accessibility of highly sensitive case files. To support its distributed teams and multiple sites, the trust needed a secure capture-to-process and scan-to-archive solution for both scanned and MS Office documents, with integration to the DELIUS offender database. Data Capture Solutions (DCS) was brought in to help address these requirements.

Data Capture Solutions implemented a distributed capture and archiving solution using Kofax Capture with existing MFDs, along with FileStore EDM to store offender files in a searchable electronic system. The new process automated document recognition, classification, and filing, improved central control and auditability, and cut the time needed to scan, locate, and retrieve records. The project delivered measurable benefits including a 50% reduction in paper costs and a 50% reduction in postage costs, while also improving efficiency, security, and space utilisation.

Northumbria Probation Trust

Dave Bone

Manager