My Virtual Mail Room Daily Scanning

Customer Recomendations

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Luton Borough Council

“We did not have the resources to carry out in-house scanning and the VMR service provided a good quality, speedy, and integrated solution without having to find additional resources.   

We have been able to significantly reduce the amount of paper in the office, and subsequently the amount of space needed for storage of paper files. Processes have been devised to utilise VMR which has enabled us to reduce time spent on logging and recording information, saving time and staff resources.   

Without the requirement to carry out in-house scanning, we have had the opportunity to reduce the number of support staff within the Development Control service through natural wastage as part of a business process review.    

It is a real advantage having all your applications delivered in the same way into DataSpace. We are able to keep track of applications from the moment they arrive and it has reduced the amount of time taken for applications to reach the planning officers from approximately 6 days to 3 days which is a real improvement and has contributed to the continued excellent performance of the group.”  

Sandra Richardson, Services Manager, Luton Borough Council

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Rotherham Metropolitan Borough Council

“We looked closely at whether we could do the scanning in house through our existing scanning resource which currently scans all application on receipt.  Whilst we did this we recognised that the move to a full DMS solution would significantly increase the volume of work beyond the capabilities of our existing solution.  We also recognised the business critical requirements of a daily scanning service and realised that we had neither the hardware or experience to ensure that we could cope with unexpected volumes of work or hardware failure.  We invited a number of companies to tender for this work (including costing the proposal internally) and whilst there was not a significant difference between the submitted quotes, Resolution’s solution was by far and above the most comprehensive as it facilitated a full integration with our existing back office system.

It is anticipated that Resolution's daily scanning service will realise real time savings in terms of direct staff costs and through not having to procure additional hardware to ensure adequate turnaround times and risk management.

We see the use of VMR as essential to the successful implementation of our document management solution.  We intend to fully utilise the workflow element of the software and it is critical that documents are scanned properly and in a timely manner.  As we are seeing an increase in online applications through the planning portal as well, the use of VMR and Resolutions DataSpace software ensures that all applications are delivered to the department in the same manner so that we are not running dual systems thereby maximising our efficiency savings.”

Nigel Hancock, Planning Improvement Officer, Rotherham Metropolitan Borough Council

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Stevenage Borough Council

“Out-sourcing Building Control scanning has saved a significant amount of time which would have had to be used scanning in house.  The current scanning equipment we use is already out-dated whereas Resolution use the latest equipment and ensure their scanning is of a high quality and meets legal requirements.

Input onto the VMR is very simple and quick and integrates with our back office Uniform so that application numbers automatically upload as the number string is entered.  The system also stores a record for audit purposes.

We are considering moving our Development Control scanning to Resolution as we lose 2-3 hours a day scanning in house and when our equipment becomes faulty have to deal with a back log.”

Christina Barnes, Administration Manager, Stevenge Borough Council