Windsor Forest Colleges Group

Reasons for outsourcing

Windsor Forest Colleges Group has been an SPS customer since 2010. They initially considered storage offsite following a fire at one of their own buildings, which led to some data loss.

It was important to select a company that met their data compliance needs and offered secure premises with enhanced fire detection systems to improve business continuity and back up paper records

“Data security and GDPR Compliance is key for our college records and SPS ticks all the boxes as a data protection act registered business.  The company has very high standards of accreditation for Information Security - ISO27001:2022, Quality Management Systems - ISO9001:2015, Legal Admissibility of Electronic Information – BS 10008 and  Cyber Essentials Plus.”  Senior Data Analyst, Windsor Forest Colleges Group."

The college was also keen to have a digitisation strategy to protect their paperwork and make it more accessible. SPS were able to offer a combination of secure storage, with scan-on-demand retrieval and document scanning services. 

Client Feedback

Our experience with SPS

“SPS has provided an efficient scanning and archiving service for Windsor Forest Colleges Group. The company has digitised over a million images for our organisation, and the quality has been to a high standard.

The scanning service has enabled us to access and retrieve our digitised HR and student records quickly and easily. The quality of scanned images is excellent.

Digitised student records are returned via SFTP for import into our student management system. This enables us to remotely access our records and work in an agile manner, providing a modern way of working.  We find SPS’s system is easy to use, and they have worked with us to ensure digital record outputs are compatible with our student records management system.

The project team at SPS advised us to implement barcoding for our student admission forms, enabling automatic indexing at the point of scanning. This guarantees accurate and efficient data capture, eliminating the need for manual indexing. We benefit from a consistent naming convention for scanned data, facilitating seamless matching, addition, and uploading into our student management system.

Furthermore, we can perform a straightforward document check via form barcode scanning to verify the production of printed catalogue documents on any given day. This has significantly enhanced our compliance and audit processes.

We’ve benefitted from:-

• Agile, modern working

• Improved data compliance & business continuity.

• Fast access to information stored off-site for audit purposes via their scan-on-demand service.

• Created additional workspace by storing paperwork off-site.

• Consistent naming conventions for digitised files with automated indexing.

Their secure archive storage, with scan-on-demand service, allows us to store documents off-site and retrieve files quickly when we need them. We no longer have big rooms full of documents on our sites, which has improved our business continuity, data compliance and security. It’s also provided us with the ability to gain information quickly for audit purposes.

SPS archive boxes are of superb quality; the integrated lids mean paperwork is secured, with no lids or documents overspilling.