Case Study
Enabling Remote Work
Details
Industry: Supplies Manufacturing
A supplies manufacturer was moving their company across the country and had over 70 filing cabinets filled with their product history records. They wanted to be able to easily access those documents, as well as transition into a remote workforce. Recordsforce was able to digitize their documents and deliver them into a document management system (Recordsforce Cloud). Now that the company’s documents are digitized, they are able to hire remote workers while having access to any documents they need.
Analyzing The Problem
A supplies manufacturer was moving their location across the country. They had over 70 filing cabinets filled with product history records that cover over a hundred years of production. They did not want to have to pack, move, and store the documents at their new office and needed a solution to get rid of their paper documents. The company was also planning to transition into a remote workforce. Without having access to their important records digitally from anywhere, the company was unable to hire remote workers, limiting their workforce. By having only paper documents, they aren’t able to hire from a larger pool of candidates.
Creating A Customized Solution
Recordsforce was able to retrieve all of their important documents, scan them through our high-speed scanners to digitize the documents and then review the images for accuracy and clarity. From there, Recordsforce used data extraction to extract the required information off of the documents to make them easily searchable, such as order number, serial number, and product name. We then delivered the digitized documents and data into Recordsforce Cloud and shredded the paper documents upon written approval. The company had previously digitized some of their documents that were in a separate digital repository. Recordsforce was able to export that database and match and merge all of the records to combine all of their files into a complete digital record.
Recordsforce Cloud is a document management system (DMS), also known as an electronic content management system (ECM). It is a system that allows you to store, manage and track electronic documents and data for you. Recordsforce Cloud combines storage and retention with other capabilities, like workflow integration and electronic forms (E-Forms). In simple terms, it eliminates the need to hold onto any paper documents.
Instant Results
Now that all of the manufacturers’ documents are digitized, they can hire candidates from across the country. They also saved costs from needing to move all of their paper documents and find a space in their new office to keep storing them. Along with the ability to hire and work remotely, there are multiple other benefits of using digitized documents and a document management system. Their new document management system now allows them to easily and simply collaborate inside and outside of their organization and ensures a standardized process for how documents should be handled. Not to mention that now any amendments or changes to documents are clear and fully trackable, and can be done directly in the system versus making changes, printing, and then scanning and emailing them. Since remote workers can’t bring home piles of paperwork, they are able to access the documents and data they need in a matter of seconds with built-in OCR and other data extraction capabilities. In all, Recordsforce helped the manufacturing company rid themselves of their paper documents, hire remote employees and work more efficiently.