Topwood Ltd - Case Study for the Education Sector. Indexing and Cataloguing specific solution

1.
CASE STUDIES
Government legislation such as the Freedom of Information Act and the Environmental Information Regulation
legally obliges public authorities to provide information on request within the 20 working days timescale which
means that it is essential for you to practice good records management to ensure information can be quickly
identified and retrieved.
Our comprehensive cataloguing and indexing service improves the integrity of the documents in our secure
storage facility. Accurate indexing allows the quick retrieval of documents and it is the foundation for identifying
which records can be scanned for long term retention.
SECTOR
EDUCATION
CLIENT
EDUCATION OF DISADVANTAGED CHILDREN
SERVICE(S) PROVIDED INDEXING AND CATALOGUING
The problem
Poor record keeping exposed the organisation to failures in data compliance.
The Solution
The first stage of the project was to catalogue and index all the documents and files into a shared database. For
each site a Record Keeper was trained to use the RS‐Web so they could start managing their records online.
The retention dates for each type of document were established and a retention schedule set in place.
The next stage of the project is to scan al records that have a retention period longer than 12 years as this is the
most cost effective way of retaining the information. The software and processes used by Topwood are BIP0008
certified and all scanned images are legally admissible in court.
“Legislation regarding information management of children in our care is ever more importance and working
with Topwood has given us confidence that our records are safe and that they can easily be accessed if required.
Each review meeting includes an element for process improvement and the scanning of records is part of the
partnership” ‐ STEVE JONES DIRECTOR
TOPWOOD LTD, THREAPWOOD, MALPAS, CHESHIRE, SY14 7BY 0800 781 1066
WWW.TOPWOODLTD.CO.UK