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Council ensures service continuity with Scan on Demand Solution

Maintaining Council Services Read how we kept 40,000 boxes of data accessible to a local authority through Covid, with a Scan on Demand solution

  • 24-hour turnaround on information requests as standard  
  • Improved service provided to residents  
  • Increased efficiency of information management 
  • 24-hour access to crucial data 

Context 

The London Borough of Hammersmith and Fulham (LBHF) has a vision – to become the greenest and most sustainable borough in the UK by reducing air pollution, improving recycling rates, and helping local people create a greener, more sustainable environment. They are committed to practical interventions to achieve this. OASIS was already supporting LBHF by providing storage for approximately 40,000 boxes of physical records.  

Challenge 

The COVID-19 pandemic in 2020 forced most council employees to work remotely, requiring a new, flexible approach to information management. This situation presented an opportunity to not only address the immediate challenge of remote working but also to support LBHF’s long-term strategic goals. They needed a solution that would allow staff to access documents without physical contact, while continuing their mission to reduce waste and contribute to a more sustainable future.  

Solution 

We worked with LBHF to implement a scan-on-demand system that enabled council employees to retrieve and access data remotely, ensuring efficient and safe working practices.  

Using our secure document management system as the conduit, we scanned the required documents and securely transmitted them to employees. LBHF provided details of the required file or section, ranging from standard documents to large-format drawings and plans. OASIS staff then located, prepared, scanned, and uploaded the files to a secure section of the system, allowing authorised users to download them.  Scans were completed swiftly, with files typically uploaded and made available directly to the user’s chosen location within 24 hours of request.  

Outcome 

By using scan-on-demand services with secure access through the OASIS customer portal, LBHF employees were able to work safely and efficiently.    

Information is securely managed with enhanced auditing and access capabilities, which allows LBHF to deliver better services to residents.  

We continue to provide scan-on-demand services to LBHF teams working in various locations, enabling seamless collaboration and real-time updates to the document management system, which has reduced both processing costs and environmental impact.