Context
A regional local authority had gone through a strategic reorganisation with a vision to focus on a more sustainable agenda – growth, climate change, inclusivity and a digital first approach. Collaboration and new ways of working between partners, departments and communities were at the heart of their objectives.
Challenge
One aspect that was identified as a priority was to create an easily accessible digital archive to manage construction records, consolidating two separate records storage processes. It was crucial that elements of the files were anonymised, and the project aligned with data protection regulation.
Solution
OASIS created a solution that incorporated scanning, digitising, and cataloguing over 1km of paper documents – and then creating a digital management system that selectively anonymised elements of the information, while maintaining the principles of transparency and openness.
Items were scanned using the OCR system, and data automatically uploaded into the relevant forms and databases. Information was anonymised and then a series of detailed checks were conducted to be confident of the rigour of the anonymity, and compliance with data protection.
Outcome
The new system promoted real improvements in the accessibility, as well as significant cost savings due to reduced storage and retrieval costs. Internal processes were speeded up as a result. Secure data disclosure through selective anonymisation, meant that the local authority could maintain the balance between providing access to information, and maintain strict regulatory compliance.
