The Challenge
Since the introduction of the Freedom of Information Act, our client, an NHS Trust, has seen an increase in the number of requests that have entered
the Trust from the press, commercial organisations and members of the public. This has created a need to centrally track and co-ordinate requests to
ensure that the 20 days requirement was met, but more importantly, have the ability to quickly locate information to fulfil these requirements.
Like all large organisations, the Trust has an issue with locating information. In our client’s case, over 3 million (500GB) of documents existed,
spanning multiple file servers exist, which when fulfilling requests for information needs to be considered.
The Solution
Pathway has provided our client with the solution. This solution provides a comprehensive mechanism for managing requests, by providing the capability
of logging, tracking, routing, alerting and escalating, which is used for Freedom of Information requests that arrive at the Trust.
Pathway provides the capability of automatically summarising all documents dispersed across the Trust and provides a powerful search capability to
rapidly locate relevant information. Once related documents have been located, Pathway offers our client the ability to use this information for the
fulfilment of requests that can be communicated both directly to the requester and published to a portal available to the public, to encourage self
help.
Speed of Retrieval
Speed of search is lightning fast, with documents quickly identified and easily available. Pathway provides the ability for a user to refine the search
by increasing key words, adding date ranges, including phrases, and so on, to find the information they require. No special effort is required on
behalf of the client to save documents in a particular location or to add and alter keywords.
Pathway maintains and supports existing structures, so no review or reorganisation of current data is necessary. From day one, our client has
benefited from being able to find documents quickly, wherever they reside.
Summarisation
Pathway generates a comprehensive, automatic summary of every document. This synopsis allows the user to instantly understand the gist of the
document without even having to open it or read it, thus saving time and effort in locating relevant
Collaboration
Instant visibility of requests being processed is available to others, allowing individuals from other departments to work on requests together
and share information. Documents that are created by others are now available across the Trust, if required, improving collaboration and
information accessibility.
