How ScanBox Digitization Service Transformed JCPD's National Disability Registry.

Digitization Case Study: How ScanBox Digitization Service Transforms Record-Keeping for the Jamaica Council for Persons with Disabilities with UNICEF Support.

The Jamaica Council for Persons with Disabilities (JCPD), operating under the Ministry of Labour and Social Security , plays a vital role in promoting the rights and well-being of persons with disabilities (PwDs) throughout Jamaica. Central to their mission is the management of the National Registry for PwDs, which is essential for planning, resource allocation, and ensuring accessibility to social services.

This crucial digitization effort was made possible through a joint initiative sponsored by UNICEF, whose partnership and support were critical in empowering the agency. The story is one of moving from shelves of paper files to a structured digital archive.

The Challenge: Paper-Based Risk in Public Service

Before partnering with ScanBox, JCPD faced several classic information management and data protection risks that were playing out in real-time. The National Disability Registry, which holds sensitive personal data, was managed through fully manual processes.

• Operational Delays: Staff often had to sift through shelves and boxes of paper files to find a single record, slowing response times for staff and beneficiaries.

  
  

• Compliance Risks: Sensitive personal information stored only on paper created significant risk in the context of the Disabilities Act (2014) and the emerging Jamaica Data Protection Act.

  
  

• Vulnerability: Records stored in bulk on paper are difficult to secure, impossible to reliably track, and fragile in the face of fire, water damage, or simple misplacement.

  
  

• Bottlenecks: Routine processes like grant verification and case review were slowed by the need to physically move, refile, and track paper records.

  
  

ScanBox’s Approach: Building Trust through Structured Governance

ScanBox treated the JCPD engagement as more than a scanning job. From the outset, the team worked closely with JCPD’s records team and UNICEF to understand how information flowed, what carried high sensitivity, and what underpinned critical services.

This discovery work shaped a capture approach tailored to JCPD’s reality, not a generic template.

Key Execution Highlights:

• Controlled Process: Physical files moved through clearly defined stages from preparation to imaging and validation, ensuring every record entered the digital environment consistently and reliably.

  
  

• Consistent Structure: A unified naming and indexing standard now underpins the archive, setting JCPD up for future Enterprise Content Management (ECM) adoption.

  
  

• Governance and Transparency: Regular reporting, visible dashboards, and defined risk registers brought predictability to the work and confidence to leadership.

  
  

Transformative Impact: Faster Service and JDPA Readiness

The results of the project are felt in a very human way. The team now spends less time hunting for files and more time serving people.

• Immediate Access: Tens of thousands of registry records are now available as structured, searchable digital files instead of only existing in physical folders.

  
  

• Improved Efficiency: The core operational pain point—accessing and retrieving paper files—has been directly addressed , making work much more efficient.

  
  

• Strengthened Compliance: The move to a structured digital archive has strengthened JCPD’s position from a compliance and governance perspective. With beneficiary records in a controlled digital environment, the organization is better placed to demonstrate appropriate handling of personal data under the Disabilities Act (2014) and the Jamaica Data Protection Act.

  
  

• Resiliency: Digitized records reduce the risk of physical damage or loss of files, removing the single point of failure that comes with relying on one physical file room.

  
  

The Voice of the Customer"Before this initiative with ScanBox, accessing and retrieving paper files was time-consuming and difficult. With the digitization project, records are now easier and quicker to retrieve, which has made our work much more efficient."— Cadine Henry Wright, Records Manager, JCPD 

Ready to See the Full Story?

The JCPD-UNICEF-ScanBox collaboration showcases how a focused, well-designed digitization initiative can protect vulnerable populations and create a springboard for broader digital transformation.

To review the specific project execution ratings, detailed challenges, and comprehensive analysis of the transformation, download the full document now.

👉 CLICK HERE to Download the Full JCPD Case Study (PDF)