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 can now raise invoices faster

The number of paper documents circulating the office at Clark Electrical was becoming a burden. Doug Ironside, the FD, wanted to improve cash flow by invoicing jobs sooner after completion and his job was hampered by the time it took to get the paperwork to the right people.

Filing was another problem. A complete office was occupied by filing cabinets and a container in the yard was also crammed with old files. Any customer invoice query was a nightmare. Tracking down worksheets or searching the old files took valuable time and invariably ended in delayed payment.

The directors asked Click2Scan to help. Doug was pleased with the results. “Following a review of our systems they installed FileDirector, a software based filing system to improve accessibility and this has resulted in a more efficient and timely invoicing system. They also scanned 15 filing cabinets of files in the filing room to give us more office space and make the information easily accessible in case of a query.”

Adapting and changing has been the key to Clark’s success. Having now been in business for nearly 60 years, adapting to legislation or embracing technology helps to keep them agile and successful.

CMR Logistics centralise their dispatch 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 somewhere to securely 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 efficient system. In due course the electronic 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"