Who is Camden Centre for Learning?

Camden Centre for Learning Logo

Camden Centre for Learning (CCfL) is a special school based at two sites in Camden. CCfL is a Pupil Referral Unit (PRU) and is specifically organized to offer alternative education for children who aren’t able to attend school and may not otherwise receive suitable education.

The challenge - securely storing and accessing HR documents

When Pippa Higgins, Business Manager for CCfL, joined the school she inherited a lot of paperwork, often scattered across the two school sites. These were mainly HR-related documents, such as staff onboarding forms, overtime forms, disclosure and barring service (DBS) schedules, proof of ID, etc. Pippa explains the associated issues with this:

“With over 70 members of staff record-keeping was difficult. I started by scanning all our documents and saving them to our shared drive. Although this solved the immediate search and access problems, it wasn’t ideal considering our need to comply with GDPR regulations and set retention schedules for certain types of documents. It was also difficult to present a clear overview when we were audited by our local authority.”

Fast onboarding with GilbyIM for Schools

During a business forum Pippa was introduced to Records Transformation who were looking for a pilot school to implement its GilbyIM soution. This is a cloud-based, Software-as-a-Service (SaaS) platform based on Micro Focus Content Manager, providing best-of-breed electronic document and records management. Through an innovative, multi-tenancy licensing agreement with Micro Focus, Records Transformation customers benefit from the economies of scale associated with using shared licensing and infrastructure components.  Pippa saw the value immediately and with just a simple click and drop action more than 2,000 CCfL documents were handed over to Records Transformation who built the relevant classification scheme and access control groups, imported CCfL’s data, and delivered it back on the GilbyIM platform.

Cost effective, secure compliance

CCfL is now so confident in its data privacy and retention compliance that it is looking to store pupil safeguarding documentation in the solution. These are hugely sensitive documents and this future direction is a testament to the robustness and security GilbyIM and Content Manager offers CCfL.

Read the full case study on the Micro Focus website.

“We have a great working relationship with Records Transformation. GilbyIM is tailored to schools and this enabled us to be up and running without any business disruption at all. We now have a resilient and highly available document repository that can be accessed remotely with ease and has opened the door for different use cases as we move forward.”

Pippa Higgins