Brendan works in a Faculty Education Team. His team has some paper student files that are kept in boxes in the team office. The team find that the boxes are detrimental to their working environment, and Brendan also recognises that this is not the most secure way to store these files. The team needs to keep them, but Brendan knows that they’ll need to find another way to do this.

Brendan assesses his team’s records and decides to have them scanned. He decides this because:

• The documents are accessed frequently (around once a week), so delivery costs would be high if they were stored
• Due to the complexity of the files, it would be impractical to find a record in storage using a box name alone, so file indexing would be required if stored (which could be expensive)

Having decided this, Brendan follows the scan process, and (following confirmation from Print Services that this is the best option for his documents) has his records picked up by Print Services for scanning. The office is now a nicer place to work, and the records are securely stored on the University’s network.