West African College of Physicians — Records Digitalisation
Records Digitalisation
West African College of Physicians (WACP)
Raw Documents Intake
Decades of WACP's physical candidate, membership, and administrative files arrived in bulk, in the paper condition they'd been stored in for years.
Overview
A candidate, membership, and administrative records management system for the West African College of Physicians (WACP), a postgraduate medical training body — covering candidate applications across primary, membership, and fellowship classes, faculties, exam centres, AGM meetings, and secure document digitisation.
The Problem
Decades of WACP candidate, membership, fellowship, and administrative records — examination and fellowship files, AGM meeting minutes, accreditation records, and sub-speciality documentation across multiple faculties and exam centres — existed only as physical paper files and disconnected documents, making it slow to track candidates through each class of application, verify accreditation, and retrieve records across faculties and exam centres.
Our Solution
TeamO carried out physical document digitisation — scanning and tagging WACP's examination and fellowship files — and built a CodeIgniter records and administration management system on top of it, covering candidate applications across three classes (primary, membership, and fellowship) organised by faculty and sub-speciality, an Admin Office handling accreditation and AGM meeting records, an Exam Office covering exam centres, and secure document upload and management for candidate and administrative files, with role-based access and reporting dashboards on application and gender distribution across the candidate base.
Technologies Used
Development Journey
Sorting & Tagging
TeamO's team sorted the raw files and tagged each one — the first step toward organising WACP's records by class and category.
Scanning
Document scanning began at the Thorburn office, converting the sorted physical files into digital images.
Scanning — Faculty Records
Scanning and renaming continued through WACP's Faculty of Community Health files.
Renaming & Profiling
Each scanned file was renamed and profiled into the database, matching it to the correct candidate record.
Processing
The team processed the growing volume of digitised records at TeamO's office.
Boxing & Labelling
Physical files were arranged into labelled boxes, so the original paper documents stay easy to retrieve after digitisation.
Post-Digitisation Organisation
Digitised records were organised and labelled on shelving, ready for long-term physical storage.
Final Shelving
The completed physical archive, properly arranged on shelving — the end result of the digitisation phase.
System Delivery
TeamO delivered the WACP Record Management System, giving staff a secure login to the new digital platform.
Live Dashboard
The finished dashboard tracks candidates, AGM meetings, faculties, and exam centres in one searchable system.
Results
Live in production for WACP, currently tracking 7,533 candidates across primary, membership, and fellowship application classes, 9 faculties, 8 exam centres, and 39 AGM meetings recorded — replacing paper-based candidate, membership, and administrative records with a single searchable system.
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