Generating A Paper-free Office Environment

1
Generating A Paper-free Office Environment

• Initial steps taken by Cardiff Molecular Genetics

2
Motivation

• CPA Inspection Thought Our Main Office Was A
  Storeroom!

3
Advantages

• No Need For Numerous Shelves
• Accessible From Every PC
• Easy Access For Phone Enquiries
• Paper Records Could Be Lost Due To Flood / Fire
  Or Just Mislaid
• Time Saving Filing Retrieving (e.g. Audits)

4
Development Considerations

• Electronic File Format (.PDF)
• File Size Resolution vs Server Space
• Server Capacity
• Server Backup
• File / Folder Security
• Black White / Colour / Greyscale
• Scanner(s)
• Specialist Scanning / Filing Software
• Cost (Outlay vs Savings)

5
Equipment

• Scanners (We Have Xerox 252)
• Server Space
• Scanning Software
• Barcode Label Printers
• Hand-Held Scanners
• Shredder

6
What Our Equipment Does

• Scans Multiple Sheets (Single Or Double Sided) In
  One Scan Operation
• Saves Files Automatically Under DNA Number Stored
  Within Barcode On Scanned Document
• Allows Pages In One Document To Be Added, Removed
  Or Their Order Changed
• Document Annotation, e.g. Highlighters (We Dont
  Use This)

7
What Do We Scan?

• Initial Request Paperwork
• Associated Letters
• Worksheets (Shortly)
• Reports

8
Process

• Initial Request Annotated By Duty Scientist At
  Sample Reception
• Logged Onto Shire Database, Barcode Added and
  Scanned
• Paperwork Follows Sample Through Process
• Worksheets Scanned
• Report Written Scanned With Request Paperwork
  (2nd Scan)

9
Electronic Filing

• All Files Are Saved Under DNA Number File Name
• Files Saved In Folders Of 100 Sequential DNA
  Numbers (Identical To Old Lever Arch Folders)

10
Future Possibilities

• Link Scanned Images To LIM System
• Document Content Search
• Web Based?
• Electronic Requests
• Electronic Reporting