Having built a relationship with the Konica Minolta Australia team through previous engagements, Macarthur Anglican School turned to the team for a comprehensive onsite scanning service and solution that addressed its space, security, and resource challenges. Konica Minolta Australia designed a tailored solution that provided the school with dedicated staff, advanced scanning equipment, and a seamless process for converting its physical records into a secure digital format.
Konica Minolta Australia conducted a pre-simulation test with Macarthur Anglican School using sample files from different time periods to assess the required scanning times and document complexities. This pre-simulation helped both teams understand the scope of the work and made the process efficient
and accurate.
Kent Palmer said, “The pre-simulation was a crucial part of the project. It let Konica Minolta Australia and the school see how different types of files would be handled, established a working timeline and budget for the project, and provided confidence that the project would stay on track.”
Konica Minolta Australia then deployed dedicated personnel to the school for over four months, working full-time to scan and digitise the student and administrative files. The team used scanners powered by Kodak Alaris to process documents ranging from standard A4 records to smaller files like receipts and handwritten notes.
The entire process was conducted onsite, which eliminated the risk of files being lost or
compromised during transport. Kent Palmer said, “Having the team onsite was critical. The team didn’t have to worry about any files leaving the school or getting lost, nor did the school need to keep dedicating its own staff to the project. The Konica Minolta Australia staff handled everything with such professionalism, and it was amazing to see how quickly the room started clearing out.”
The digital files were stored in the cloud securely after scanning, with optical character recognition (OCR) applied to make them fully searchable. This lets the school easily locate any document within seconds, whether for daily use or in response to any potential requests. The inclusion of OCR was a key element of the solution, as it dramatically improved the efficiency of accessing archived records.
Kent Palmer said, “The instant searchability has been a gamechanger. It could take hours to locate a particular document prior to this implementation; however, it’s now just a matter of typing in a keyword and pulling the relevant file. It’s saved so much time, especially when staff need to pull old records.”
Konica Minolta Australia’s team completed the student record scanning project ahead of schedule, giving the team time to also digitise two years’ worth of financial records, freeing the school from ongoing costs associated with offsite storage. Even with the additional document scanning, the project was completed in just over four months, much quicker than the original six-month project timeframe. In total, 518,860 pages were scanned and
digitised for Macarthur Anglican School.
