Major manufacturer uses Aceni digital archiving service
Overview
A major manufacturer turned to Aceni digital archiving service to support the digital transformation of its pension records. Prior to an office location move, an existing client asked for help with digital archiving. It needed to digit thousands of archived pension records and original pension fund deeds, taking up valuable London-rate office space.
The challenge
The client needed to:
- Reduce storage space but ensure all original documents were carefully preserved and fully protected for the ongoing management of pensions.
- Find a trusted partner to digitise the entire archive, including highly sensitive and irreplaceable original deeds, without compromising their condition or integrity.
The solution
The Aceni team scanned every historical document and converted it into a digital format, which meant the client:
- Relocated over 300 boxes of documentation to a secure storage facility for a structured digitisation process.
- Received employee pension records back as scanned and indexed text-searchable PDFs ready for their existing system.
- Obtained bound volumes of trustees’ minutes and reports, carefully dismantled, repaired and digitised as searchable indexed digital records.
- Received a full index of all digitised documents for audit and tracking.
- Could ensure all remaining physical documents were securely shredded on-site compliant according to BS EN 15713:2023 standards.
The Aceni team scanned and reconstructed older parchment pension trustee deeds with extreme care to preserve original seals and bindings.
Results
- More accurate member data, beneficiary records and payment information, helping to minimise overpayments and financial risk.
- Greater confidence in meeting pension dashboard and regulatory compliance requirements.
- Reduced administrative burden through automated data extraction and processing.
- A transaction-ready data set that strengthened buy-in and buy-out negotiations and helped secure the best possible premiums.
