ORS Group Powers EDF DIM2 Document Scanning Project

EDF Energy is one of the UK’s largest energy companies and the UK’s largest producer of electricity.

EDF Energy Logo

 

A wholly-owned subsidiary of the EDF Group, one of Europe’s largest energy groups, they generate around one fifth of the UK’s electricity, employ around 2,000 people, and deliver electricity to around 8 million customer homes and businesses through their public networks.

EDF Energy has a clear set of goals, to become the UK’s leading energy provider. The partnership with ORS for all of their document scanning project needs and data management requirements is seen as a significant enabler towards achieving those goals.

Document Scanning Project at EDF Energy

Finding the right partner for a long term relationship was critical to EDF as they were seeking a company that would work in partnership with them, rather than just being a supplier. This is how ORS works best, as we are always willing to listen and work collaboratively with organisations such as EDF Energy.

In April 2009, following the implementation of the ImageStream document management system earlier that year, EDF Energy began looking for a partner company to assist them with the delivery of their DIM2 Document Scanning Project which would integrate their document management requirements across their Human Resources, Payroll, Finance and Pensions Shared Services operation based at Crawley.

EDF Energy, following the implementation of ImageNow, were then faced with the challenge of capturing over 1.5 million documents across numerous departments.

The Treasury Department were set up to scan and index their hard copy documents into ImageNow locally, but it was clear that the remainder would need to be scanned and indexed by a third-party scanning provider.

EDF would, due to the complexity of their requirements, need to produce batch headers for each document type that clearly defined the key index fields that they required the documents to be classified against. This would then be captured by the scanning provider and then the images and index data would need to be loaded into the ImageNow EDM system… and all within 4 months!

The Solution

ORS evaluated EDF’s requirements and designed a bespoke process map that matched the required output format. They then set up a project team within their main production site, who were dedicated to processing all of the EDF work from a secure area of the bureau to the strict requirements of the EDF Service Level Agreements.

EDF Energy Document Management

ORS Implemented A Two-Phase Solution For The Document Scanning Project:

Once received, all EDF document types were logged into the production control system using each unique batch header.The documents were then scanned and data extracted from the headers such as; document type, invoice number, unique reference, employee name and many more.

This captured data was then passed through a conversion programme written for EDF that enabled the images and data to be seamlessly transferred and uploaded into ImageNow, via an encrypted SFTP transfer process.

The ongoing requirements for EDF are now managed by ORS through a weekly collection of batched documents from various EDF locations that ensures a clear desk policy is maintained within these buildings.

This weekly service is provided via the ORS Digital Mailroom Solution with all scanned images and associated indexing data loaded directly, via SFTP, into the EDF ImageNow system within 3 days.

ORS have continually provided support, flexibility and high levels of customer service throughout our initial implementation, our storm period and to date have worked closely with us to continue to develop and improve the process to benefit us both.”

Phil Kaczmarek, HR Team Leader, Employee Services

EDF Energy (Company Shared Services & Integration)

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