Case study:
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
CASE STUDIES:
Trusted by a national authority to handle irreplaceable records with care, governance discipline, and precision, delivering searchable digital access without compromise.
Kefron provided excellent service to the Adoption Authority of Ireland throughout 2020. The Adoption Authority is custodian of a large, unique and very significant body of historical files and Kefron have greatly assisted the Authority to conserve this irreplaceable material.
Kate O'Hara
Head of Compliance Adoption Authority of IrelandTHE CHALLENGE:
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.
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:
Kefron delivered outsourced document scanning on-site in Dublin, combining specialist capture hardware with structured governance controls to support compliant electronic file management.
The methodology ensured digital records management without compromising the integrity of original state archives.
THE RESULTS:
The Authority received a comprehensive electronic database in DocuWare, giving authorised users secure access to adoption records, without dependence on physical files.
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.
A public-sector regulator in Ireland moved inbound post into a secure digital mailroom workflow, so remote teams could receive and route sensitive correspondence without delays or loss of control.
Product:
Digital Mailroom
Industry:
Public Sector (Regulatory)
erp:
NetSuite
Region:
Ireland
A social housing provider in England moved housing benefit schedules into a structured capture workflow to remove repetitive keying and keep uploads consistent.
Product:
Scanning & Capture
Industry:
Social Housing
erp:
Sage 200c
Region:
United Kingdom
A global financial services provider standardised secure mail intake and GDPR-aligned document retention across 15 countries, enabling safer handling of confidential contracts at scale.
Product:
Invoice Automation
Industry:
Financial Services
erp:
SAP Business One
Region:
Multi-Country
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.
High-volume archives, mixed-format files, and sensitive records where consistent handling, quality control, and traceability matter, especially for records management for the government.
By tracking work at record level and logging exceptions and processing steps, so you can prove what happened, when, and what was delivered, without gaps.
Files are catalogued and indexed to agreed criteria and then delivered into your repository (DocuWare in this case) for day-to-day search and retrieval.
Exceptions are recorded and followed through at record level, keeping the final dataset reliable and preventing missing items or unresolved anomalies.
Yes. For sensitive collections, Kefron can place trained capture technicians and specialist equipment on-site so files stay within your controlled environment.
Kefron uses specialist capture approaches (including overhead scanning) designed to protect originals while ensuring accurate representation and consistent output quality.
Pages are paginated, scanned to an agreed baseline standard, and validated through end-to-end testing so the digital output matches the hardcopy source.
Yes. Kefron can provide an interim secure portal to support on-screen indexation and QA before final delivery into your target system.