A digital birth certificate before scanning.

How Microform supports register offices with REG software

     8th August, 2019     Blog

For over half a decade, Microform has worked with register offices throughout the country as they look to modernise their processes for the digital era.

Combining high-quality certificate scanning with the implementation of our very own Registration Entry Gateway (REG) software, find out why more register offices are turning to Microform.

We work closely with register offices

As Microform has special approval from the General Register Office, this means that the company can  work with register offices on a unique step-by-step basis.

From initial conversations, through to the transportation of documents, scanning, and implementation and maintenance of software, we work and liaise with stakeholders during every phase of a project.

What’s more, we tailor each element of a project, which means that no matter what, we will be able to provide you with a completely bespoke service that caters to the goals and general running of your office.

How does Microform’s REG software help register offices?

As everyone who works within a register office will know, search and retrieval times can be incredibly long when archives are so vast.

Our REG software, however, is specially designed for register offices so that staff can search and retrieve digital copies of certificates in a matter of seconds.

After a simple yet secure login process, staff members can choose between certificate types, and from there, input the desired keywords/parameters to conduct the search.

The REG software not only enables faster retrievals, but it also means that separate register offices are able to combine their archives for even greater convenience.

If required, register offices can print the necessary certificates on official, high-quality papers.

How does Microform ensure that certificates are secure during the scanning process?

As up to 80% of the documents that we work with are entirely confidential, we have some of the tightest security measures in the industry.

Not only is each individual documented accounted for before, during, and after scanning has taken place, but we ensure that even digital copies are double-checked to provide the best possible quality.

Even during the transportation processes, our vans are marked and tracked so that they are accounted for during an entire journey.

When it comes to the Microform premises itself, our storage facilities reside in a controlled environment to ensure that the conditions are perfect for old or sensitive materials.

What’s more, Microform adheres to a range of British standards and accreditations, including:

  • BS ISO/IEC 27001:2013 – Information Security Management System
  • BS EN ISO 9001:2008 – Quality Management System
  • BS EN ISO 14001:2004 – Environmental Management System
  • BS 10008:2008 – Evidential weight and legal admissibility of electronic information

Microform-HD from Microform Imaging on Vimeo.

Frequently asked questions regarding register office scanning

As we have over five years’ experience in liaising with register offices, we are one of the most knowledgeable imaging companies in the UK that deals with certificate scanning on a regular basis.

With that in mind, we are frequently asked a range of questions, with some of the most common listed below.

Can Microform install the REG software according to our own needs?

Absolutely, we designed the REG software so that it could be contoured to the individual needs of every project.

If you have any special requirements, our IT team is more than happy to liaise with stakeholders to ensure that it caters to your every need.

Can Microform scan certificates at our premises?

Microform is proud of the flexibility that it can offer register offices and we have scanned certificates on council premises in the past.

For the benefit of security and efficiency, however, it is advised that scanning takes place at Microform unless absolutely necessary.

Where are the digital files stored?

Although a register office can choose to store digital files, it is often the case that Microform stores them within its servers.

This option means that files are maintained with the highest levels of security and can be quickly accessed by offices at all times.

How long does it take for a project to complete?

As each project is different, this can vary between offices. However, we generally work to a deadline set by the client.

Depending on the size of the project (which can total millions of documents), generally, the best and most efficient way to complete a project is on a stage-by-stage basis.

A small project, for example, might take around two to three months, although a more substantial project could take as long as eight months.

Want to know more about certificate scanning?

If you’d like to know more about how Microform works with register offices throughout the UK, check out our contact page, or call us today on 01924 825 700.

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