Always thinking:

Why Invest in Bar Coding?

We are committed to continually investing and developing Ardington Archives.  Investing in barcode technology will help maintain our leading position within our industry.

The software will improve our capabilities and efficiency, thus improving our customer service.  It will also give us the potential to offer a range of exciting new services.

Boxes on racks

Designed to increase our efficiency, productivity and customer service.

Bar Coding System

From 1st August 2011 we have been using the O’Neil Bar Coding software for our

records storage management systems at Ardington Archives.

New Email Receipts

As part of our recent investment in the latest O'Neil Bar Coding technology we are introducing a new form of Email Receipt.
An e-receipt is generated when:
  • you sign (as the client) on the bar code scanner to acknowledge a service; it is saved on our server and then swiftly e-mailed through to you.
  • when a digitial retrieval request is made we will sign on your behalf which generates the e-receipt.
  • also when returns are made via a courier an e-receipt is activated by the courier's signatutre.
E-receipts are starting to be sent out weeek commencing 3 October 2011. The e-receipt will be titled Event Notification and will come from: receipts@ardingtonarchives.co.uk.

What does an e-receipt look like?

Example e-receipt:
New Deposits		 Example e-receipt:
Delivery of Flat Packs		 Example e-receipt:
Delivery of Retrieved Boxes
The e-receipt shows:
  • Event date and time
  • The name of the individual who receives the e-receipt (Receipt Creation Account Auditor)
  • The workorder number
  • The name and code of the account to which the workorder relates
  • The name of our delivery driver
  • The service/action type that the workorder covers (see list below)
  • A list of services performed and the barcodes of any boxes delivered/picked up
  • The time and date that the items/services were scanned/validated
  • The client signature and the name of the individual who signed the scanner
  • Any notes that were recorded at point of signature

Why make the change?

This is a fast means of keeping you informed of all events that take place, from collections through to confidential destructions.
E-receipts have replaced paper receipts/sheets, both as part of the new Bar Coding system, but also as part of our ISO 14001 Environmental Management accreditation we are trying to reduce unnecessary paper, print and maillings.
E-receipts can also be useful when looking at invoices as services are recorded on both the new invoices and the e-receipts using workorder numbers and dates.

Client Benefits

Our new box deposit schedule is in an Excel spreadsheet format,
rather than the current hardcopy – making it easier to complete and amend.

There will be a reduction in paperwork, as paper copies will no longer be required for retrievals and returns.

Signing for services on bar code scanners will mean less time on site  – no paperwork.


The new process reduces the potential for human error by supplementing our usual checking procedures using bar code scanners.

The software allows us to allocate codes at a variety of levels; from storage boxes to an individual item.  For example highly sensitive items could be individually bar coded and scanned in and out of store.

O’Neil’s RS-SQL records management software offers the possibility of enhanced online services for our clients.
Here to help
Person on call

If you would like more information on our Bar Coding, please get in touch.

01367 718710