Case Study:

University College London (UCL)


UCL is London’s leading multidisciplinary University with 11,000 staff, 35,000 students and over 175 properties based in the heart of London.

When the University first engaged Topscan, its operation & maintenance manuals and health & safety files (which define the requirements and procedures for the effective operation, maintenance, decommissioning and demolition of each of its buildings individually) were located in basements, cellars and stores across its entire portfolio.

This of course made it extremely difficult and inefficient to access any of the manuals and it was also recognised that they were at risk of damage/deterioration in such locations.

Topscan started a programme of work to scan these manuals into PDF format and then set them up in a searchable database.


Ahead of starting the client’s specific requirement were captured in terms of use of colour, bookmarking, OCR requirements, database structure and reparation requirements and a pilot was undertaken to test and refine these. At this time we also agreed a fast-track procedure to enable any documentation urgently required by the estates team to be processed and sent back to them within minimum timescales which gave the client peace of mind that whilst his manuals were off-site he could still get access – most likely quicker than before!

The main project was completed some years ago, however the University is constantly being developed and Topscan has continued to be engaged to digitise any new O&M manuals and H&S files, the database having over 3,000 files all of which can now be accessed instantly.

So what were the benefits realised

  • Release of space for better use
  • Increase in estates efficiency
  • Reduction in time spent locating information
  • Documents protected from fire, flood, accidental damage and loss.

Other university scanning clients

  • University of Liverpool
  • University of the West of England
  • Manchester Metropolitan University
  • University of Sheffield
  • University of Birmingham
  • Arts University Bournemouth.

For more information or a quotation, please contact us:
Chad Coombes

Director

07827 018819
David Woods

Business Development Manager

07772 756161
Daniel Hatton

Business Development Manager

07508 373879
Brian Johnston

Business Development Manager

01202 443300