SecureScan by FUJIFILM Business Innovation is a service that is making digitisation of physical records accessible for every council in Australia, delivering our best, most efficient scanning service for your council.
Councils must create and keep full and accurate records of their business. They must keep these records for as long as needed to meet regulatory, business and community requirements. And they must keep some records for ever as State archives.
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One of the biggest challenges for councils and managing records is the storage and retrieval of physical records, which include many unconventional formats, including;
Not only can these records take up considerable space, retrieving them for public access in compliance with The Freedom of Information Act 1982 can take considerable resource time.
SecureScan by FUJFILM Business Innovation can securely digitise and index all of your council’s records to help streamline systems, allow for the destruction of physical records to free up space and make records more accessible to citizens by reducing the time it takes for staff to retrieve them. Our SecureScan service offers three accessible scanning solutions that could help your council”
In addition, digitising council records also addresses these issues affecting management of sensitive, paper-based documents.
Disaster recovery
Without the ability to back-up paper records or store them digitally,
documents in storage are vulnerable to unforeseen damage — such as from a fire, flood, mould — where
their loss would be permanent.
Office recovery
Favouring more flexible, remote staff working arrangements, many councils are looking to reduce their office footprint. Storage of physical documents can take up significant, otherwise unrequired space.
Compliance
Compliance Without the ability to digitally track the age of a document, it’s extremely difficult to ensure compliance — such as when it’s necessary to destroy such a document after its regulatory timeframe is up.
Security
Although councils can be incredibly conscious of safeguarding their records, without digital authentication, there is a real risk of documents being mistakenly accessed or shared.
Access and storage
Traditional filing systems are costly and inaccessible – more so when using off-site services or for employees requiring access when working from home. Without a searchable, digital index, maintaining filing systems and finding a specific piece of information from a record — sometimes from decades ago — is incredibly time-consuming.
Tailored back-capture digitisation – which works for your council?
Every council has its own unique needs to serve its residents, that is why SecureScan is not a ‘one size fits all’ approach. Our expert team will work with you to find the solution, or combination of solutions, that works best for your needs.
Your paper files are transported to a secure offsite location where they are then scanned and indexed by expert data entry operators and stored electronically, before being delivered back to your council.
We deploy a FUJIFILM Business Innovation specialist to you who scans and archives your school’s documents for you. This combines the security of onsite scanning with the in-person expertise of our trained specialists.
Our team configures our specialist SecureScan software to your needs, enabling you to capture and archive your council's documents using the existing multi-function devices that your staff are already familiar with.
Potential benefits SecureScan could provide your council |
SecureScan Offsite |
SecureScan Onsite |
SecureScan DIY |
|---|---|---|---|
| New cost efficiencies, due to speed of document processing |
✔ | ✔ | |
| Keep sensitive documents onsite – settling concerns of sending offsite |
✔ | ||
| Scan and archive your documents utilising existing employees, avoiding external overheads |
✔ | ||
| Reduces the burden on staff and saves time on data entry, reporting and organisation |
✔ | ✔ | ✔ |
| Enhance security through authorised-only file sharing |
✔ | ✔ | ✔ |
| Improves regulatory compliance, audit processes and disaster recovery |
✔ | ✔ | ✔ |
| Frees-up paper storage space and saves on offsite storage |
✔ | ✔ | ✔ |
| Reduces the time its takes staff to catalogue, search and retrieve physical files |
✔ | ✔ | ✔ |
| Integrates historic documents into your existing management systems |
✔ | ✔ | ✔ |
| Uses specialist equipment and know-how to get the job done quickly and to a high standard |
✔ | ✔ | ✔ |
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