Telford & Wrekin Council

Telford & Wrekin Council Scanning Case Study

Project Background

Telford & Wrekin Council approached Cleardata seeking an urgent back scanning solution to convert 3500 large format plans into digital format, within a two week timescale.

The plans were a range of different sized drawings, including A1, A2 and A3, featuring both colour and mono images. These were stored in large format filing cupboards.

The Council wanted to digitise the large format plans to allow access to bidders for their upcoming Street Lighting Tender. Digitising the plans would make the complete tender pack readily available in an electronic format, enabling bidding organisations to compete on the same level, as part of the tender process.

Scanning also meant that the images would be digitally backed up and safe from potential damage in the future.

 The Solution

Cleardata scanned the 3500 large format drawings using OCE scanning technology, within the Council’s two week deadline. The job ran smoothly, with the help of our Project Manager, who worked with the Council through each stage of the process, including:-

  • An onsite meeting to arrange collection, boxing up, transport and digital indexing.
  • Application of unique barcodes to documents, enabling them to be tracked throughout the entire process.
  • Scanning Specification – plans were digitised using large format scanners, 200% quality checked and indexed by drawing number, type and location before being returned.  Image quality was key to the project, due to some of the plans being old and worn.   Cleardata’s scanning equipment enhances images and provides high quality digital output, with faint lines and pencil marks detected and captured.
  • Physical plans were held for an agreed amount of time allowing the council to complete their own spot checks on image quality before being compliantly shredded.

 Client Feedback

“Cleardata provided an outstanding service for our large format scanning project. The process was quick and easy and the team kept me informed along the way.  Cleardata were able to meet our tight deadline, which was imperative to our Project.

I am really pleased with the service provided and know the team worked hard to achieve this.

The scanned images are fantastic, with exceptional quality.  They were also digitally filed in an efficient format, making them easy to search and retrieve.”

Traffic Manager, Telford & Wrekin Council