Case Study - Nottingham County Court
Enhanced Filing for Nottingham County Court02/01/2002 16:00
The central filing room at Nottingham County Court is large and extremely busy. For some time the system in place had been presenting problems and under performing. Large amounts of files were missing and a study performed by the Court found that up to 90 hours each day were being wasted searching for lost files - one fifth of the Court's capacity.
Court-ing Disaster
The system was being used by a number of different people during the course of a day. Internally, files could not be found and the 
system was overloaded. The manual method of tracking files had broken down and staff morale was low.
In short, there was no central responsibility for the filing system and control of it's essential information and, considering the many file movements made each day, action had to be taken.
Manchester County Court recommended Nottingham contact Cave Tab and after initial meetings it was clear their understanding of the Court Service was deep and their range of products and services were of a superior quality to other companies contacted. A key factor in the decision making process was Cave Tab's ability to demonstrate that it's system was both cost effective and guarantedd to work. Visits to other users proved vital, third party opinions were extremely high.
After initial examination of the department, it became clear that a space efficient solution combined with good file management aids were required.
Expert Witness
Cave Tab identified several key areas that needed addressing; creation of an open system available to multiple users, increased filing capacity , colour-coded file indexing to improve filing speed and eliminate mis-filing, a manual method of file tracking to complement their existing automated system and retraining of Court staff.
A unique label was designed for the Court that could meet their needs. Files were to be indexed on case numbers, making them visible and fast to find. The colour-coded files are "an extremely useful visual aid" which helps prevent mis-filing.
"It was clear their understanding of the Court Service was deep"
A major consideration when choosing the system provider was Cave Tab's range of Records Management Services. A specialist team converted the files in the old system to the new, matching and attaching the colour-coded index labels and ensuring that all documentation was transferred accurately by performing a full audit at the end of the process. This prevented any downtime of the active filing system without any staff disruption.
Giving You A Way Out
Despite files being tracked automatically by the Court's own tracking system, it was felt that a manual method was requried to complement this process. Different coloured out-guides replace extracted files in the system, providing a visual marker that can be monitored quickly and efficiently to ensure that paperwork is returned to the system on time, every time.
The flexibility of the colour-coded label design means that files are designed with the Court's function in mind. This provides a real focal point in the system. The new system is more space efficient and the unit boxes that hold the files can be easily moved or removed, making system re-organisation very easy.
The Defence Rests
Immediately, the system appears more tidy and user friendly. staff are happy to use it and are confident they wil be able to find what they need quickly.
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