Topwood - Case Study for the Public Sector. Specifically Document Storage and Document Indexing and Cataloguing

1.
CASE STUDIES
We have partnerships with healthcare suppliers and NHS trusts. We understand the importance of, adhering to
standards and guidelines for patient records management. Healthcare organisations are facing increasing
pressure on budgets and resources we offer a value added service designed to meet their needs. Below is a case
study where we have developed a solution that met their statutory requirements whilst improving their
business efficiency.
SECTOR
PUBLIC SECTOR
CLIENT
PROBATION SERVICE
SERVICE(S) PROVIDED DOCUMENT STORAGE / DOCUMENT INDEXING AND CATALOGUING
The problem
The Probation Service has 9 regional centres. Each centre had a different database for controlling highly
sensitive files. There was no proper retention scheduling or controlled destruction process. It was a potential
minefield from a data compliance.
The Solution
Topwood Ltd was selected to catalogue and index all records to a single database. The files were transferred to
our secure storage facility. Using management software supplied by O'Neil we then worked with our customer
to appoint Record Managers in each of the offices.
The result is that all records are held in a secure single location controlled by dedicated Record Managers. The
Record Managers have authorised access and can login to manage their records on‐line. Once items are
approved for destruction there is a secure chain of custody and the Certificate of Destruction provided at the
end is just that.
"Our staff in the business units can now concentrate on their core business and I am 100% sure that through
working with Topwood, the Records Managers are compliant with all rules and regulations regarding the
management of client files. With all of the changes that are coming our way in the public sector Topwood have
some great ideas and innovations that will help us with the challenges of change", SAYS THE HEAD OF
INFORMATION SECURITY.
TOPWOOD LTD, THREAPWOOD, MALPAS, CHESHIRE, SY14 7BY 0800 781 1066
WWW.TOPWOODLTD.CO.UK