Award-winning Capital Document Solutions has won a key contract with a leading government agency – further bolstering its presence in the Scottish public sector.

The office equipment and document solution specialist will provide a range of Laserfiche document management tools to the Scottish Environment Protection Agency (SEPA) to help streamline the business’ processes and reduce the volume of paper being produced and moved around the organisation.

The service is initially based on providing a paperless electronic document management (EDM) solution to 350 users at SEPA. This part of the contract is worth in the region of £80,000. SEPA has invested the money in order to reduce its paper usage as part of the organisation’s continuing drive to minimise its impact on the environment. The service is expected to increase to 700 users over the next few years.

SEPA is required to store tens of millions of documents covering a wide range of environmental activities across the country. These files – currently stored in a hard copy library system – are primarily for internal business process requirements and may also be the subject of freedom of information requests.

Tom Flockhart, founder and managing director of Capital Document Solutions, said: “We are delighted to have been chosen to provide our Laserfiche EDM and support services to staff at SEPA. We have a strong track record of providing first-class services to a wide – and ever growing – range of public sector clients. We will look to continue setting the standards in our partnership with SEPA.”

Scott Jamieson, Laserfiche sales specialist at Capital Document Solutions, said: “It is now possible to keep all information together in single files, where previously the internal and publicly accessible sections were kept separate causing issues with full visibility.

“This helps SEPA’s officers make decisions more efficiently and ensures the organisation is compliant under both freedom of information and data protection legislation. Furthermore, the scan capture and subsequent recycling of some five million pages further enhances the organisation’s profile for harnessing technology to improve environmental outcomes.

“Laserfiche will reduce the future need to store paper documents; reduce document retrieval time by around 80%; improve document filing time by around 20%; eliminate mis-filed and missing documents, and ensure transparency of all document/paper trails.”

Kim Grant, project executive at SEPA, said: “Capital Document Solutions has implemented a quality solution backed-up by support infrastructure that will deliver what SEPA needs and contributes to improving our environmental performance. We look forward to building a successful partnership together over the duration of this contract.”

Laserfiche is an electronic document and content management system capable of storing huge volumes of information. It offers a suite of tools which can store, retrieve, manage, protect and distribute information. This includes the ability to scan paper documents into the system which can then be ‘read’ and indexed so that files can be found based on any given word or key phrase.

The contract to supply, install and fully support this major EDM solution represents another significant step forward for Capital, which recently announced that it is on track to record a 20% increase in turnover.

Following a series of public and private sector contract wins the business, which has its headquarters in Edinburgh, expects to announce turnover of £17.4m for its year end in December.

Capital has a dedicated Laserfiche support team providing sales, training and support and is a Gold certified partner for this document management software and related services.

Capital provides a range of office equipment and document management solutions including photocopiers, printers, scanners and software with comprehensive national maintenance and training support.

The business recently won a prestigious award for the high level and quality of its services to end users in the Scottish public sector. Capital collected the Best Service Award at the Government Opportunities (GO) Awards Scotland.

Capital has operations in Edinburgh, Glasgow, Aberdeen, Dundee and Shetland. It currently has 170 staff in total supporting the public and private sectors throughout Scotland.

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