ELECTRONICALLY ARCHIVING FOURTEEN FILING CABINETS

“The project managers have a 20-year archive at their fingertips and we’re saving a few hundred pounds a year in power and maintenance by having fewer printers.”

The Challenge

Many IT networks that Lynx Network installs have printed plans and drawings that have to be kept for future reference. After many years these documents had filled fourteen filing cabinets full to bursting. What we needed was a way to free up the valuable floor space whilst retaining or improving access to the documents.

 

The Solution

After conversations with our printer management partners at Workflow, we decided it was time to invest in a multi-function printer (MFP) with a fast auto-feed scanner and we set about scanning the contents of the fourteen filing cabinets. It took a while,but we archived the documentation to a separate folder for each site; a total of just over 10GB of data. This means that the project managers can now retrieve archived drawings from as far back as the last century and view them instantly on their screens without leaving their desks.

We had several unreliable printers serving small teams, so we took the opportunity to consolidate by removing the old printers and diverting the workload to the new full colour, high resolution, fast MFP.

Also, because the colour printing was so clear and sharp, we saved time and money by printing marketing material in-house rather than using a printing company. At the same time, we could easily customise the marketing message to individuals.

Result

The space previously taken up by the arrays of filing cabinets has been put to good use, giving us improved meeting space.

Also, the project managers have a 20-year archive at their fingertips and we’re saving a few hundred pounds a year in power and maintenance by having fewer printers.

 

What’s next?

We now plan to convert the scanned documents to readable pdfs and then to index the contents using Konica’s dokoni Find data capture and management software. This will enable staff to search the archive for any words or phrases in the same way that a search engine searches the web. It can also recognise key fields on a document to automatically file scanned documents to the correct folder.

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IT Support

With a complete range of business IT support services, Lynx Networks can provide you with everything you need now, and as your needs change.

Our technical IT staff work closely with our on-site engineers to deliver comprehensive support for organisations of all shapes and sizes. Our team is highly qualified, well-trained and distinguishably professional.

Data Cabling Installations

Lynx has 28 years’ experience in designing and installing industry leading structured data cabling systems for organisations of all shapes and sizes.

Whether you have a copper, fibre or even electrical cabling requirement, our installations will give you confidence that your network’s foundation will serve you for years to come.

Switching & Routing

Lynx Networks has a deep knowledge of HP and Cisco solutions for both Local Area Networks (LANs) and Wide Area Networks (WANs). It has enabled us to undertake a wide range of projects, from simple “flat” architectures to multi-layer designs. Combined with our large in-house cabling and installation team, we are able to take on projects of all sizes.

Cloud Services

Lynx Flex is our flexible approach to cloud computing. Because we own our own servers, we are able to tailor each service to integrate perfectly in your operations.

Cloud storage, back-up, hosted communications, security and more.

Cyber Security

Lynx Networks is experienced in providing reliable and proven technology to help prevent network security breaches, protecting your customer’s data and ultimately your business.

The threat from organised cyber-crime is growing exponentially. It is now more critical than ever that your organisation has robust network security architecture that can adapt pro-actively to the ever-changing threat landscape.

Telephony

Lynx Networks has a wealth of experience in delivering telephone and communication systems to organisations of all shapes and sizes. Using our combined knowledge of telephony, systems and data cabling, we are able to design, install and configure complete solutions that can adapt and grow with your organisation.

Servers & Storage

Because Lynx Networks understands every element of your IT infrastructure, we are able to recommend and provide the perfect network storage solution for you are your organisation. As well as this, we are able to provide a comprehensive service that includes cabling, security, installation, configuration and maintenance.

Wireless Network Installations

Our in-house project managers and engineers have a wealth of experience and knowledge in delivering rapid, accessible and secure wireless networking systems for organisations of all shapes and sizes.

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