Case study:
How Tesco Ireland Used High Volume Document Scanning to Free Office Space
Tesco Ireland partnered with Kefron to implement bulk scanning services, digitising 40,000+ documents per week while freeing office space and improving access to key business records.
Product:
Scanning & Capture Services
Industry:
Grocery Retail
Region:
Ireland
Requirement:
On-site + bulk scanning
Volume Delivered:
40,000 docs / week
Inbound Source:
Tender process
Read Time: 6 minutes
Office space reclaimed
Faster document retrieval
Finance-wide rollout
CASE STUDIES:
What Tesco Ireland Says About Kefron
Tesco Ireland needed a partner that could handle sustained high volume document scanning while maintaining compliance, accessibility, and operational continuity.
THE CHALLENGE:
Scaling Bulk Scanning Services Without Internal Disruption
Tesco Ireland was managing thousands of paper invoices and delivery documents every week. These records needed to be digitised and accessible across head office, but the existing cross-border setup was becoming inefficient and unsustainable.
- A paper-heavy operation that didn’t scale: growing document volumes created storage pressure and manual handling inefficiencies.
- No internal high volume document scanning capability: building an in-house function would require staffing, equipment, and oversight.
- Cross-border dependency risks: sending boxes externally introduced cost, delays, and reduced control.
- Audit and compliance sensitivity: documentation needed to meet regulatory expectations before physical destruction.
- Office space constraints: filing cabinets and boxed archives were consuming valuable operational space.
Tesco needed a structured model that could process continuous intake and historical archives, without adding internal complexity or operational risk.
THE SOLUTION:
Embedded Scanning Operation with Archive Reduction
Kefron implemented a blended delivery model combining a full-time on-site scanning resource with structured off-site archive processing. This ensured live document intake was handled daily while historical paper volumes were steadily reduced.
- Full-time on-site technician + high-speed scanner: continuous daily processing within head office.
- Barcode indexing system: automated digital filing without manual document naming.
- 35,000-40,000 documents processed weekly: structured high volume document scanning with defined QC checks.
- Off-site archive reduction: boxed records securely transferred for controlled batch digitisation.
- Quality verification before destruction: images checked prior to compliant shredding.
- Digital delivery into existing platforms: authorised users access records instantly via Tesco’s web system.
This high volume document scanning model enabled Tesco to digitise live operational paperwork while clearing legacy storage in parallel, creating a scalable model that reduced space usage without adding internal complexity.
THE RESULTS:
Office Space Freed Through High Volume Document Scanning
Tesco Ireland transformed a paper-heavy operation into a structured digital environment. By implementing the new model, the business reclaimed physical space while improving access, control, and internal confidence in document handling.
- 40,000 documents digitised each week, significantly reducing reliance on physical storage at head office.
- Filing cabinets and archived box storage removed, freeing operational space for core business use.
- Instant digital retrieval replaced manual searching, eliminating time spent locating and refiling documents.
- Payroll records transitioned from long-term paper retention to secure digital archiving.
- Cross-department access improved, allowing authorised teams to retrieve supplier invoices and trading records immediately.
- Confidence in scan quality increased internal adoption, driving expansion beyond the initial Finance rollout.
Why High Volume Document Scanning Matters
When paper volumes grow, they consume space, time, and administrative capacity. A structured digitisation improves access, reduces storage pressure, and strengthens control over business records.
Reclaim valuable office space
Reduce manual file handling
Improve audit traceability
Enable faster document retrieval
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Start Your High Volume Document Scanning Project
If your organisation is managing growing paper volumes, structured bulk scanning services can reduce storage pressure, improve access, and support compliance, without disrupting daily operations.
