Document Management Case Studies
First Rate FX Expand with File Director
FirstRate FX are a foreign currency exchange company who moved into smaller offices in Canary Wharf and didn't want to take their existing filing cabinets. Click2Scan provided hire scanners to assist with the backlog and also installed FileDirector 2.0 to facilitate fast and easy scanning as well as simple retrieval. Listen to Rob O'Brien discussing how FileDirector has improved the way they work, saving space, time and money.
Clark Electrical streamline their job sheets
Clark Electrical in East London have a huge client base across the capital and send out electrical engineers to test installations completing certificates which were being stored in paper format. Together with all of their job files, a whole room at their offices was dedicated to filing and space was urgently needed for expansion. Click2Scan provided an intelligent solution which included FileDirector 2.0 as their document repository which was installed successfully over 2 days. We then took away the archive files, scanned these to PDF and then remotely imported these files into FileDirector.
CMR Logistics centralise their despatch notes
CMR Logistics are a fast expanding contract logistics company covering the east of the country. With 6 remote offices, tracking despatch notes was becoming a problem. Click2Scan consulted and agreed an implementation of FileDirector 2.0 with OCR to intelligently read delivery note numbers as they are scanned. CMR have rolled our 6 scanning stations each sending documents to a central FileDirector server.
Scanning Bureau Case Studies
Bonallack & Bishop Solicitors - Salisbury.
As a rapidly expanding law practice with 5 offices and an impressive growth in excess of 1000% during the last 10 years, Bonallack & Bishop produce more than their fair share of documents of all shapes and sizes. Finding somwhere to secrrely store and reference this ever increasing mountain of paper became a crucial element in the firm's expansion plans. Filling 14 industrial containers in secure accommodation off site archive boxes was just no longer time, cost or space efficient.
In late 2009 practice director, Jane Bishop, completed a root and branch overhaul of the company's document management, establishing some critical performance criteria.
" Solicitors have a considerable overhead in keeping old files, some of which have to be archived for as long as 15 years. I determined that the only expandable solution would be to electronically scan and securely store the information contained in paper documents, making them immediately accessible by everyone at their PC's. Ultimately I wanted to remove the need to maintain 14 industrial containers at an annual cost of £14,000 and create a far more effficient system. In dus course the electonic storage of all those documents will mean we no longer have that cost - nor the considerable cost of dedicated manpower need to retrieve and re-archive those documents"
Click2Scan were appointed as consultants and solution providers for this mammoth task and using advanced and user friendly file retrieval software Bonnalack & Bishop can now retrieve vital documents in seconds, not days. The knock on effect of improvements in productivity, bottom line operating costs and speed of customer response will continue to pay dividends for this forward thinking legal firm.