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OPEX AND DERBY CITY COUNCIL SET NEW STANDARDS

21 August 2012

Derby City Council is currently undertaking a three year transformation programme of its services. The aim of the programme is to make the Council more efficient and effective at serving its customer by ensuring that work is carried out in a simple, standard and shared way across the whole Council.

As part of this the Document Management Centre has been created to centralise mailroom, printing and scanning functions. The mailroom is in the process of changing from a manual system to a fully digital solution which is possible by the successful implementation of the Opex Scanners and the integration of Open Text Content Server.

As a recognized global technology leader in high – speed mailroom automation and document imaging OPEX is building a niche reputation with the public sector and tangible testimony to this expertise can now be seen in place at Derby City Council.

For this project of creating a multi-faceted EDRMS system two different OPEX machines are in place – the AS7200i document capture platform with integrated mail extraction and the stand-alone DS2200 mixed document capture platform which can work in tandem or in their own right as desired.

The innovative Derby City scheme was initiated within the Division of HR and Business Support under Amanda Verran, the Head of Business Support and the day to day Project Officers Sue Cooper and Rob Hines who are proud to set the scene “With the move to our new modern flagship Council House from November 2012 and the emphasis on saving space whilst ensuring we provide an excellent level of public service we took a long careful look at the options on the market and the OPEX technology lead the way. We were aware of their other placements such as Birmingham City Council and our team were helpfully able to visit the OPEX training centre in Manchester to be familiar and comfortable with the equipment to use.”

Essentially the 7200 is used for fast and accurate processing of incoming mail for an average of 3000 items per day. The machine in one pass eliminates much of the handling and sorting process and at the same time opens, extracts and captures all manner of contents whilst recognising codes and departments. There is also an inbuilt scanner where there is a particular need and the overall effect ensures that delivery of every piece of post is achieved within a couple of hours for meeting key timescales. The 2200 is focused on batch scanning programmes for example to electronically file benefits and legal documents and also sensitive material relating to vulnerable groups.

Sue goes on to say, “It also incorporates the crucial ability to cope with any challenge such as ripped paper or small business cards and compliment slips and the overall effect has been marvellous with numerous advantages to our operating schedule including reducing prep time and the amount of paper flow combined with the means to see and send any document safely within seconds to any other location. We now have established automatic procedures giving us a seamless pathway from hard copy to digital files combined with the ability to provide a comprehensive audit trail. It is certainly possible to envisage outsourcing this service to other internal departments and to Hospitals and the Royal Mail. The OPEX machines have a neat small footprint and easy touch screen operation and Derby City Council can truly be seen to be leading the way in the public sector as regards an integrated and cost-effective postal processing and electronic document management system”.

For the record as it were the dimensions of the OPEX units are AS7200 58'' x 112'' x 41'' document width: 2.0'' – 12.25''; document length 3.5'' – 18.25''; scanning speed 120ppm / 240ipm; and the DS2200 is 49'' x 86'' x 32'' ( integrated workstation model – a table top version is available); document width: 2.0'' – 12.25''; document length 3.5'' - 18.25'': scanning speed 110ppm / 220ipm.

For further details of the OPEX range and support please call 0161 776 4033; email SLee@opex.com  or visit www.opex.com  


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