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Datatron implements an ultra-high volume IBML ImageTrac scanner and SCS software to boost capacity and support future bureau growth

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…New equipment to underpin NHS digital transformation projects among others…

September 24, 2019 – IBML announces today that Datatron, a scanning bureau based in the North East of England, has upgraded its existing ultra-high volume scanner system purchasing a new ImageTrac solution along with SoftTrac Capture Suite (SCS) software to support business growth which has risen 70% over the past decade.

Outsourced scanning services from Datatron powered by IBML scanners
Outsourced scanning services from Datatron powered by IBML scanners

Founded in 1996 with its headquarters in North Shields, Datatron offers a broad portfolio of services from document, drawing and microfilm scanning to digital mailroom, invoice processing, data hosting and a unique Virtual Records Management service (VRM). Here paper documents are catalogued and safely stored in Datatron’s records management facility but are available for customers to request digitally. They are delivered securely via workflow into a hosted EDMS. This service offers the low cost of records storage with the benefits of digital.

David Popay, Datatron’s managing director, explains, “We were one of the first bureaus in the UK to use IBML when we purchased one of its scanners around 13 years ago. This has worked extremely well but it’s approaching end-of life hence the investment in a new solution to support current volumes. These have risen substantially over the past 10 years to now total around 800,000 images per week.”

With a staff of just 22, Datatron is privately owned and has expanded through innovation and investment not just in relation to the services provided but how these are delivered using in-house developed and third party technology. The company works with a range of private and public sector organisations including East Lothian Council, Sheffield Teaching Hospitals NHS Foundation Trust and Newcastle Upon Tyne Hospitals NHS Foundation Trust – a client the firm has had for over 20 years.

As part of the upgrade process, Datatron reviewed the market extensively to assess competitive products but couldn't find an alternative solution to the match the features, paper handling, separation capability and outright performance of IBML’s ImageTrac solution.

Even quicker than the previous model it replaces, the new scanner processes 286 pages per minute and was supplied by Spigraph who managed the installation, on-site testing, staff training and now ongoing service and support. Datatron will redeploy its existing IBML scanner and use for backup purposes.

Popay says, “There wasn’t any other choice other than IBML to meet our high volume scanning requirements. With our current machine still in service after 13 years and having processed over 200 million images, we appreciate the ImageTrac’s quality and reliability.”

IBML’s ImageTrac technology and SCS software offers easy integration for reporting

Another key reason Datatron again chose to select IBML was the ability and simplicity to integrate existing in-house written applications for both reporting and image production.

Popay says, “There’s a lot of statistical information contained in IBML’s back end SQL tables which is invaluable and easy to access to create detailed production reports. This allows us to monitor the number of files and images scanned per client box for any given period and do live and historical reporting on throughput.”

This is crucial to monitor performance and status against client service level agreements (SLAs). In addition, granular and accurate reporting enables Datatron to modify and offer competitive pricing on work such as invoices, medical records, local authority or legal documents based on this comprehensive statistical information.

Located at its main North Shields facility, the ImageTrac scanner will connect to a new Microsoft SQL Server relational database management system with images then stored in a SAN using Datatron’s bespoke Production Image Processing application (PIPa). This unique software developed by Datatron - using over 23 years of document management experience - allows for one click output for all job types processed within the organisation. This is possible through the intuitive user interface which allows operators to build jobs to each client’s output specification performing operations on the fly such as image correction, OCR, indexing, barcode reading, bookmarking and database lookup.

New capacity to support future bureau growth particularly with NHS projects

The investment in new IBML scanning technology will enable Datatron to offer fast, quality and cost competitive services to all clients as well as provide headroom for growth.

To support the Government’s digital transformation agenda, the ImageTrac, however, will be put to work straight away scanning medical records as part of the Great North Care Record initiative. This is a project spearheaded by Newcastle Upon Tyne Hospitals to make the sharing of medical information easier in the North East and North Cumbria among authorised health and social care practitioners. It is a huge initiative to make all patient data available on a single platform from Cerner to link the region’s hospitals, GPs, mental health, community and ambulance services.

The process of cataloguing and scanning client records, in particular medical records, is managed with great efficiency with the integration of Datatron’s own production processing software with NHS Patient Administration Systems (PAS). Datatron’s software not only provides a seamless audit trail from pre-collection to upload (and ultimately the destruction of paper records) but it also provides pinpoint accuracy of where files are and their status within the digitisation process with the use of up-to-date patient data and accurate tracking.

Return on investment (ROI) is guaranteed

While the ImageTrac scanner has only just being installed, Datatron expects ROI to be rapid given it will process around 10,000 documents per hour. This means the bureau can avoid hiring more staff and implementing a 24 hour shift system to meet its work commitments, with all the increases in operational expenditure (OPEX) that this involves.

Popay concludes, “From being one of the first private companies to bring an ImageTrac into the UK, we have had a very good relationship with IBML. The technical support is responsive and the ImageTrac itself is a reliable production scanning machine.”

Ashley Keil, IBML’s sales director, Northern & Western Europe, Africa & India, said, “Speed, intelligence and reliability are what IBML’s scanners are well known for – capabilities crucial in the context of a document management business where customer service and meeting SLAs cost competitively are fundamental.”

-ENDS-

About IBML
Headquartered in Birmingham, Alabama, Imaging Business Machines L.L.C (IBML) is a global provider of high volume intelligent information capture solutions operating in over 48 countries. IBML's solutions transform paper documents into actionable data with increased efficiency and quality at reduced cost. IBML’s portfolio includes ImageTrac and DS scanners, IBML Capture Suite software, along with business and support services.

IBML’s solutions are used by a wide variety of service bureaus, outsourcing specialists, systems integrators and end-user organisations, deployed in the most demanding document capture environments.

The company has a track record of customer success with industry leading customer retention rates of over 95% in banking financial services, healthcare, government services, outsourcing and more. For more information, visit www.ibml.com

For further information, please contact
Tom Herbst
Tom Herbst PR
T:07768 145571
Email: tom@tomherbstpr.co.uk