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Avanquest protects high risk town documents from flood risk.

Avanquest Software : 31 January, 2008  (Application Story)
Goole Town Council deploys Captaris Alchemy from Avanquest to protect critical documents from the risk of fire and flood damage.
An Avanquest solution has washed away that 'sinking feeling' at Goole Town Council as documents are now safe from flood risk. Goole is classed as a zone 2 flood risk area by the Environment Agency and the Town Council identified a business problem - that flood damage could destroy key paper documents. Some paper based files were the only record they had. If they were destroyed, the repercussions could be serious.

Pat Buttle, Finance Officer at Goole Town Council attended a demonstration of document management solution Captaris Alchemy. The demonstration, which was given by Avanquest partner, Gemtec Limited, showed the simplicity of using a colour photocopier as a scanner to convert all documents into electronic format and then store and manage them within Alchemy.

Pat thought seriously about the risks they were taking by continuing to store paper documents and wasted no time. The council purchased a Captaris Alchemy content management server with Alchemy Premium/Alchemy Administrator Module software from Avanquest Solutions.

"We chose this product as it was more cost effective and scalable than any other system around at the time and I had seen how it worked through the demonstration session" said Buttle.

Alchemy manages all documents. It acts as an electronic filing cabinet, safely and securely filing and finding every document within the Alchemy server whatever its original source.

Alchemy is integrated with Goole's Multi Function Devices (MFDs). Paper documents are captured using a colour photocopier as a scanner. Documents are automatically routed and indexed into a single, searchable repository on the Alchemy server. The administrator module means that databases and Metadata (Index) fields can easily be created to facilitate the easy management of documents - any size and form.

"The worry about a fire or flood destroying documents has been reduced now that some of our critical documents are electronically stored" said Buttle, "but Alchemy has huge potential - it is still early days for us."

Goole are storing the signed Council Minutes on the system. These are important documents as they are proof of authorising what the Council does. As Alchemy is expanded into other areas, Goole say they will reap the benefits of not having to find the space for the physical storage of documents in the future.

Chris Thompson, Managing Director, Avanquest Solutions says "Because Alchemy is a scaleable solution - allowing multiple workstations to capture data - an expanding user base is easily managed. Alchemy is designed to capture, index and manage scanned paper documents, faxes, emails, PDFs and computer reports. Users can find a file in seconds - dramatically cutting search times and creating massive savings."

Goole have a lot of word and excel documents saved on the main server which will be moved across to Alchemy. Plans also include the future storage of all maps and documentation to allotments and cemeteries. Alchemy will be used to manage and store planning applications and by the finance department to improve the processing of all income and expenditure invoices. This will prove a major advantage when the Council relocates to a new Arts and Civic Centre in 2009, where office space will be limited.
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