Case study:
How a National Authority Used Outsourced Document Scanning to Secure Adoption Records
The Adoption Authority of Ireland used outsourced document scanning to preserve irreplaceable files and enable digital records management, delivering controlled access and fast search inside DocuWare.
Product:
Scanning & Capture
Industry:
Government/Public Sector
Region:
Ireland
Requirement:
Scan, index, deliver to DocuWare
Volume Delivered:
12-month managed service
Inbound Source:
On-site legacy archives
Read Time: 4 minutes
Searchable electronic database
Record-level traceability + audit trail
Delivered on time and on budget
CASE STUDIES:
What Adoption Authority of Ireland Says About Kefron
Trusted by a national authority to handle irreplaceable records with care, governance discipline, and precision, delivering searchable digital access without compromise.
THE CHALLENGE:
Preserve Irreplaceable Records While Making Them Searchable
As the national custodian of adoption files, the Authority needed outsourced document scanning that could protect irreplaceable records while supporting modern records management for the government.
- High-risk source material: valuable, irreplaceable files required careful handling and long-term preservation.
- Access depended on paper: staff needed a faster way to find records without relying on physical files.
- Governance expectations: chain of custody, traceability, and a clear audit trail were essential for records management for the government.
- Complex record formats: bound items and varied document types made consistent capture and indexing harder to standardise.
The goal wasn’t just scanning – it was creating a controlled, searchable digital records management system that users could rely on every day.
THE SOLUTION:
On-Site Capture, Record-Level Tracking, and DocuWare Delivery
Kefron delivered outsourced document scanning on-site in Dublin, combining specialist capture hardware with structured governance controls to support compliant electronic file management.
- On-site scanning team: experienced capture technicians worked within the Authority’s environment for confidentiality and control.
- Record-level governance controls: a central database tracked activity per record to maintain traceability and a complete audit trail.
- Specialist hardware for fragile formats: high-volume + overhead equipment supported bound and varied physical documents while protecting originals.
- Cataloguing + pagination discipline: files were catalogued, pages paginated, and scanned to an agreed baseline standard.
- Electronic file management handoff: outputs were tested end-to-end and delivered into DocuWare; Kefron DM Portal supported interim hosting for efficient on-screen indexation.
The methodology ensured digital records management without compromising the integrity of original state archives.
THE RESULTS:
A Reliable, Searchable Digital Records Management
The Authority received a comprehensive electronic database in DocuWare, giving authorised users secure access to adoption records, without dependence on physical files.
- Search-ready access in DocuWare: staff could find and retrieve records through a central, searchable system.
- Governance confidence: record-level controls and exception tracking supported audit expectations and ongoing transparency.
- Delivery despite constraints: the 12-month service ran through the height of Covid-19 and still delivered to scope, on time, and on budget.
- Fewer unknowns during delivery: exceptions were logged and followed through, reducing gaps and ensuring completeness at record level.
Why Outsourced Document Scanning Matters
Outsourced document scanning is often the fastest path to electronic file management, especially when internal teams can’t absorb the operational load or risk that comes with high-sensitivity records.
Faster digitisation without hiring
Controlled handling for sensitive files
Audit trail and traceability built-in
Cleaner access for dispersed teams
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Plan Your Outsourced Document Scanning Project with Kefron
If you’re responsible for records management for the government, we can help you move from physical files to secure, searchable digital records management, without losing control of governance.
