Governor's Minutes

Governor's Minutes
Scanning and processing historical archived minutes from past Governors’ Meetings...

SDS offer a range of services which may be of interest, including the digitising of your school’s governors minutes. These are typically made up of:-

• Leather bound ledgers/books
• Handwritten and or typed
• Minutes
• Agendas
• papers/reports
• presentations

We are specialists in this area and work closely with the HMC as we have already digitised their minutes dating back to 1869. We currently work with over 250 independent schools in the UK digitising a range of archives and documentation from student records and exam results to large format plans and school magazines. We also work with many of the City Livery Companies including the Worshipful Company of Haberdashers whose Court Minutes date back to the 14th century. As well as the Drapers, Saddlers and Marketors.


The key service SDS provides is the scanning and indexing/atomisation of the minutes ( protects them against the threat of fire/flood/loss etc) – we can produce a website which is just most efficient means of carrying out detailed searches and reports on the data. (A more basic option would be just to provide the data back to you on a USB memory stick?).

The HMC Minutes - Project

Our most significant client for this type of document archive is the HMC, where the project commission was to provide a secure web site with full access to an archive of Governors Minutes and Order Books. These were currently held in bound volumes, and dated back to the 19th Century.

Non-destructive scanning was carried out on the books so that the archive was returned in exactly the same condition in which they were collected. We then built a bespoke database and web site solution tailored to the indexing format of the minutes.

As well as OCR-ing the text of the body of each document so that every word on every page is searchable, the indexing also included key areas of information-atomisation and meta-data capture, such as: meeting type, date, and principal content of the meeting. For the HMC we were able to atomise their archive down into over 40,000 individual entries, all containing their own metadata.

Our key range of services include:-

• Non-destructive scanning
• Hand written & typed documents
• Full indexing & categorisation
• Powerful search facilities
• Interactive website to access digitised material
• SDS Transcription software for handwritten notes with workflow – i-Jerome
• All elements of the project completed in England by permanent members of staff (no temps)


You may also be interested in reading about our other school archive scanning solutions...