Digital mailroom and scanning

As part of this strategy CDS provides two services to the University:

  1. Digital Mailroom
  2. Archive and Records Digitisation Service

Digital mailroom

What is it?

Digital scanning

It is an electronic process delivering digitised (scanned) mail (internal and external) directly to the personal email accounts of The Executive Board and academic staff at Middlesex University.

The service we provide

  • Collection of all daily mail.
  • The mail is then opened and sorted into 3 categories (Normal, Exception and Unidentified).
  • Images scanned as black & white, at 300 dpi.
  • Bespoke software designed to process data.
  • Barcode technology used to split and identify addressee.
  • Electronic mail delivered by email by noon every day (SLA).
  • Items of post returned to client which are not required to be scanned.
  • 1600 users with up to 4,000 items of mail per day.

What are the advantages to the user?

  • Supports the University’s hot desk policy
  • Off-site working access
  • More efficient information flow
  • Audit trail
  • Archive
  • “No mail” confirmation

What are the advantages to Middlesex University?

  • Less paper
  • Less storage requirement
  • Carbon footprint reduction
  • Mail tracking
  • Lower running cost

MDX Digitisation Service

What is it?

Essentially, the service turns hard-copy legacy documents into an easily-searchable electronic format.

The service we provide

  • Collection of sorted and collated archive material
  • The standard option for scanning this material is:
    • Black & white.
    • 300 dpi.
    • PDF formats.
    • Other options offered:

OCR (Optical Character Recognition),

  • Capture of Meta data.
    This is a function which applies descriptive fields to scanned images. Once the images have been uploaded to our web-based data repository these fields will then become the searchable field’s description to find individually labelled files. The description for meta data capture are agreed with the individual client.
  • Digitized Data Storage:
    • Bespoke web-based data repository
    • CDs and DVDs.
    • Secure FTP.

Middlesex Electronic Document Storage (MEDS)

CDS has built a bespoke, web-based data repository (MEDS) for the storage of records and archived material. The best way to describe this system would be a direct copy of paper storage but in an electronic digital form, with the functionality of being able to search via the Meta data files that have been attached to each file at the scanning stage.

Once the scanned material is loaded onto the MEDS system, users then have direct access to the information through login and password protocols. A hierarchical method of password and associated permissions is incorporated within the MEDS structure.

CDS provide a helpdesk service for this facility, based in our central IT office. This service follows ITIL protocols for service delivery and management.

What are the advantages to the user?

  • Supports hot desk policy
  • Promotes off-site working
  • Enhances information flow
  • Audit trail
  • Archive & archive back-up