Go Ahead London
One of Central London’s Largest Bus Companies Looks to KCL for Multi-Departmental Document Management and Capture Solutions
London Central and London General, a Go-Ahead Group company, operates over 1300 buses and employs nearly 4000 staff working from nine main bases across the capital. The company provides nearly 15% of London’s bus services with over 250 million bus journeys per year on 100 different routes.
When London Central and London General began researching the available options for improved document management and scanning capability, they recognized that the needs of one department actually carried across various other departments in the organization.
The Finance Department was the principal area researching new and better ways to manage the influx of invoices from the various service providers that work with London Central and London General, including large entities like Transport for London as well as smaller providers such as locally-sourced plumbers and electricians that might provide services at the various bus depots and offices managed by the company. The Human Resources department manages employee records for the over 4000 employees in the organization. Specifically, Leavers files were considered dead records and an encumbrance, but had to be maintained by law for a significant period of time after the employee left their position at London Central and London General. However, while the Finance department was centralized in one location, the Human Resources department needed access from various locations across the country. Additionally, the Safety department had a large amount of Incident Reports and other documentation that needed to be scanned and managed properly.
In London Central and London General’s case a mixed scanning and retrieval solution was implemented to meet the needs of each department. Finance team members opted for integration with their Oracle Financials workbench, scanning directly from Oracle on a daily basis, and making the documents immediately available from locally hosted document management servers. Safety outsourced the conversion of thousands of Incident Reports and loaded the data onto the server they share with the Finance department. Human Resources, on the other hand, outsourced all their back-file scanning to KCL’s Service Bureau operation and access their data via a hosted online document management application.
London Central and London General is just one example of how KCL can adapt to the needs of various departments and provide custom-tailored, competitively-priced solutions for any budget.