Project Situation & Challenges
This company, which has been a client of ours for many years,supplies hospitals across the UK with goods/products, almost anything you see on a ward, from the supply of anti-static devices, instrument trolleys, operating theatre mattresses, beds, chairs, stools and items made to customer specifications.
The masses of documents for the orders,purchasing,invoices,deliveries etc…was the initial driver for the introduction of a document management system and to remove the reliance upon paper processes and to reduce the need of paper filing & practices within their business.
Solutions & Benefits (Products Used)
Documents that arrive in paper form, are now quickly and efficiently scanned into the FileDirector system and electronic documents, such as emails and PDF’s, along with all the attachments that are associated with, can be added to the system electronically, i.e. without the need to print and scan.
The Solution & Execution
The result of this,is that everyone authorised to do so, can see the same document at the same time, which results in faster response to any queries or orders being received on a daily basis.
Over time, old document records will be removed and going forwards, they were pleased to know that FileDirector has a ‘Document retention’ facility, so that documents which need to be removed for compliance reasons, are removed on the correct date, backed up, or can be flagged for review.