Case Study: UK Police Force digitises paper records to improve information access with EzeScan

How EzeScan software helped the UK Police Force to digitise paper records to help prevent future tradgedies

A UK police force faced significant challenges in managing its vast quantity of paper records, a problem highlighted by a tragic case where inaccessible information contributed to a major failure. Traditional paper methods and existing electronic systems like HOLMES were inadequate, leading to inaccessible information, lost records, and an inability to share intelligence effectively. The force needed to comply with new Management of Police Information (MoPI) standards and find a way to digitize its archives to make critical data searchable and available. They turned to vendor EzeScan for a data capture solution.

EzeScan software was implemented to digitize paper records, applying metadata to enable easy searching of even handwritten content. The solution separated large files into manageable components and uploaded them into an Electronic Document and Records Management System (EDRMS). This allowed the force to drastically reduce physical storage costs, gain immediate access to records, and control their information. The EzeScan implementation restored organizational confidence in scanning, enabled efficient intelligence extraction, and provided a secure, auditable process to help prevent future information failures.