Century old ag-marketing company turns to FileBound to support their paperless strategy

Faced with the growth around the globe for the 100 plus products that they provide and all the paperwork and documentation involved in the contracting and accounting of these transactions, this century old company realized that the old way of doing business simply wasn’t measuring up. They began to look for new innovative ways to manage, secure, and distribute the documents and information that supported this ever growing base of business. Ultimately the decision was made to implement a FileBound On-Demand document management solution to meet their needs.

Profile

A Midwest based ag-marketing company serving a global market. They are one of the top 100 privately held corporations in the U.S. in size and most recently reported annual revenues in excess of $4 billion. They have over 500 employees located in 65 facilities.

A Midwest based ag-marketing company serving a global market.

Challenge

They were using a paper based filing system and were finding it increasingly difficult to meet the needs of the organization and at the same time controlling costs. One of the primary problems was the inconsistency of processes across the organization which were leading to errors, delays in access to information, run away costs, and scalability issues. Documents were stored in different locations using different filing methods making access difficult and costly.

Solution

A FileBound On-Demand hosted solution was quickly provisioned and implemented to meet their document management needs. With the system in place large volumes of mainframe printouts were eliminated by automatically reproducing them as images and storing them on the system. This not only reduced the cost of creating and distributing the paper reports but also provided secure instant access to any user that needed them regardless of their location. The system also allowed them to implement processes for contract approvals using the integrated workflow tools . FileBound also allowed them to develop document management standards across the enterprise for addressing user access rights, document approval rules, and document retention. They also integrated document searching from within their IBM AS400 based core business applications. This allowed for seamless document access from within user interfaces that all of the users were already familiar with, which resulted in minimal training and rapid adoption.

Benefits

As a result of implementing the FileBound On-Demand solution they were able to successfully rollout a consistent document management strategy. This strategy resulted in improved decision making, predictable cost, and better document access. The quick implementation of a hosted solution without a large capital investment exceeded their ROI expectations, and has resulted in the kind of organizational scalability that has them poised to take advantage of new opportunities as they present themselves across the globe.

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