Data Capture and Scanning for Hertfordshire University


The Client

The University of Hertfordshire was originally established in 1952 (previously known as Hatfield Technical College & Hatfield Polytechnic). The University (an amalgamation of a number of higher educational establishments within Hertfordshire) is at the vanguard of a new type of emerging university – those that are business-like and business-facing Working to achieve the mission of being the most innovative and enterprising university, challenging individuals and organisations to excel.

The Challenge

CCR were engaged to digitize numerous paper based records made up from historical awards, past student records and student registration/enrolment forms from different establishments. This information was required to communicate with individuals to promote reunions, awards and events – ultimately to raise money, with timing being of critical importance due the Universities Diamond Jubilee celebrations.


In order to meet the defined project objectives a scope of works was created. This initially defined the need to receive and log all forms, sorting into each form type whilst retaining the original batch. The intention was for this scope to develop as we discovered more about the job.

Working with the client the scope of works was amended due to the differences in material structures and enhancements in the processes and actually resulted in a re-quotation of the project and a reduction in price, with a full and detailed process document was created with consultation with the client

Following on from the preparation of each batch, forms needed to be scanned and indexed to allocate searchable reference records prior to the commencement of data capture. Approximately 10,000 images were created with over 100,000 records requiring data capture. Upon completion of scanning and indexing all original hard copy data records were supplied back to Hertfordshire University for archiving. (There was the option for secure storage here at CCR)

All data fields required including name, address, course and subject were manually captured by CCR using our off shore services to reduce project costs. Further steps in this project required rigorous quality checking, return file creation and supply of all images and data.


Through this project Hertfordshire University were able to create useable alumni Information achieving the objectives through the creation of a centralised alumni database system. This system is easily updateable by both the University and the alumni member with the potential to remove the storage costs of these records.

Best practice guideline for database marketing and data storage have been met through the digitalisation of this data as well as an improvement to the Business Continuity and Disaster Recovery plans. Taking into account the changing elements of this project CCR were able to complete within the project timelines and met with the agreed final scope of works.


Data supplied to CCR in a paper format has quickly and effectively turned into actionable marketing data, working with the relevant contacts at University of Hertfordshire to meet the changing needs of the project. The University of Hertfordshire are now able to focus efforts towards effective communications with their alumni also enabling the future ability to cleanse, validate and enrich the data and to correctly target the Alumni for support and donations.

Download case study pdf