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Formfile Case Studies

Melbourne Brain Centre

Melbourne Brain Centre

The Melbourne Brain Centre project started with an enthusiastic Formfile team.  The scope of work was designed to facilitate the relocation of staff of the Melbourne Brain Centre premises at Austin Hospital and a second site adjacent to University of Melbourne.  Reduction of paper records volume by 60% was achieved by archiving non-current records, scanning records relating to important clinical trials and transferring current records to a lateral filing system.

Approximately 1000 boxes of non-current and scanned records were archived on the Austin site. The electronic scanning project required preparation of header records including a barcode that allowed for creation of a folder structure to be used for the bulk scanned records and subsequent scanning to be undertaken by Melbourne Brain Centre staff.  The equivalent of 500 archive boxes of materials were prepared and most were processed for archiving following validation of the electronic images. All archived materials were catalogued and a disposal schedule was created to facilitate location of the paper records and identify when the records were to be destroyed, where applicable.

"Formfile Records Management Group impressed us from day one with their professionalism and ability to grasp and facilitate the needs for this scope of works. All of our timelines, budget, and outcomes were met, Melbourne Brain Centre’s record management systems are now best in class. One of the most impressive points re Formfile was the staff and their ability to engage many stakeholders across multiple cost centres on a daily basis during the file conversion and scanning process."