Posts Tagged ‘document access’

Case Study: ASA

May 14, 2014
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FileBound was able to help the ASA manage more than 350,000 documents on a tight budget.

ASA sought a solution to manage the 350,000 plus documents associated with their membership files, both active and inactive. These files contain membership applications, annual renewals, continuing education documents, and professional certifications. This paper-based filing process was labor intensive and created challenges when responding to the needs of both Society members and employees. In addition, it was becoming difficult finding space to store the growing number of files.

The Solution

The Priton Group (TPG) worked with ASA to develop a document imaging solution to meet the goals of the Society. The system not only had to provide an easy means for scanning, storing and retrieving information, but it also had to fit within their budget. Ultimately, they selected FileBound® Express™. FileBound Express is an appliance based document management system that simply attaches to the network to provide an instant document management solution. To create a complete solution, ASA wanted to scan all of its back file member files into the system. However, the thought of indexing 350,000 pages was overwhelming. TPG designed a scan process using bar-coded sheets containing all index information. These sheets were automatically created using information from an existing database. As a result, ASA was able to scan and automatically process the documents without the need to manually index the pages.

FileBound Results

Document access has been greatly enhanced and FileBound’s feature-rich security module secures access to information. All membership data and images are backed up to their network, ensuring the information will always be available. FileBound has saved us time, money and valuable office space.

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Excuse #6 for Not Considering Document Management This Year — and How to Overcome It

February 22, 2012

Document management solutions can connect people on all ends of the earth. Collaboration is made easy, and communication is no longer a hurdle.

Excuse: It’s easier to just get everyone together in person.

If my staff needs to work together on a project, we find it more productive to send everybody a draft in advance and then have everyone fly in for a few days and sit together with all of the different versions and just hammer out the details. Plus everyone likes staying in hotels and having nice dinners.

Reality:

Sure they do! But since when is it your job to dole out working vacations? Plus, people’s schedules and workloads grow more taxing with each new economic report, so there’s really nothing “easy” about arranging for people to be in one place at one time – especially since doing so takes them away from their regular responsibilities and only makes their problems worse. And with airlines charging extra for everything from checked baggage to snack food, it’s hardly cost-effective to “have everybody fly in” anyway.

Electronic document technology makes it as easy to leverage talent around the globe as around the company, all without disrupting your workforce. Thanks to collaborative authoring tools, new delivery channels (Web, email, texting, etc,), and online meeting places (e.g., social networks, Webinars), people can work effectively together to create, access, and discuss materials of all kinds – without being derailed by the logistics of travel or the asynchronicity of time zones.

Getting everybody together at the same place and time quickly is becoming as quaint a notion as meeting for afternoon tea. It can be done, but in these hurried times may require more effort than it is worth. So why not avail yourself of the more efficient alternatives?

Agriculture Marketing Company

February 8, 2012
Faced with growing demand for the over 100 products the company provides, as well as the paperwork and documentation involved in contracting and accounting transactions, this century-old company realized that the old way of doing business simply wasn’t measuring up. They began to look for 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-DemandTM document management solution to meet their needs. 

A Midwest-based agriculture marketing company was finding it hard to keep up with the business's needs with its paper-based filing system. The company implemented a FileBound On-Demand solution to streamline processes and make documents easily accessible to its global market.

Customer 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 also have over 500 employees located in 65 facilities.

Business Challenge

The company was using a paper-based filing system and finding it increasing hard to meet the needs of the organization and control costs at the same time. A primary issue involved 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 the company 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. The company was able to integrate document searching from within their IBM AS400 based core business applications. This allowed for seamless document access from within user interfaces that users were already familiar with, which resulted in minimal training and quick adoption.

Benefits

As a result of implementing the FileBound On-Demand solution, the company was 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.