Case Study: Data Capture For Fire Safety Industry

Crucial paperless collection of accurate data.

Sunfish Services, based in Derby, are a specialist provider of fire safety systems and services since 2004 and have engineers based throughout the Midlands and East of England. The Fire and Safety sector having many certificate requirements means the collection of accurate data is crucial.

Paperless Processes


With a growing team and a growing number of forms and certificates, the cost of buying pallet loads of carbonated paper by the £1,000’s and pre-printing the forms to post out to the engineers needed to be addressed.

The Paperless Challenge 

At the beginning, and running with 2-3 engineers, the team collected all their information using carbonated paper, this was posted out by Head Office, filled out on site, the certificates produced in Excel and then printed off and posted or couriered to the clients. Bigger contracts were taken on requiring over 400 maintenance visits every week and to be able to cope with the increase in forms traffic the business process needed to be water-tight and calls needed to be closed down faster.

The Paperless Solution

Sunfish made the initial step to deliver their information using the digital pen and then went completely paperless by switching to the digital form solution for tablet. Regulated certificates are delivered to both Head Office and the client in the format required and integrated into their back-end systems to dramatically reduce administration time.

The Outcome

Capturing data digitally allowed Sunfish to scale their business to meet the demand of their new clients and contracts. This was something that could not have been achieved by continuing with paper. An accurate digital form delivered to the right place in the correct format is hugely important. The digital form is saving hours of engineer and administration time and producing certificates on the day of the visit. Now running with 30 engineers Sunfish are able to expand as required with the Bantham data capture solution giving them the platform to do so, sending around 3,000 forms each month Sunfish are saving 165,600 sheets of paper, over 1.6m litres of water and 56 tonnes of Co2 annually.

Paperless Data Capture

If you would like more information on our paperless data capture, please contact us here and we can talk you through our digital form solutions.