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Generating A Paper-free Office Environment

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Generating A Paper-free Office Environment Initial steps taken by Cardiff Molecular Genetics Motivation CPA Inspection Thought Our Main Office Was A Storeroom ! – PowerPoint PPT presentation

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Title: 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
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