A national retail property development and management firm was confronted with the problems of rapid and significant growth. They were inundated with paper, particularly in the billing area. Our DocuSphere solution replaced dependence on paper with scanned images and was the key factor in increasing productivity. In less than three years the business doubled in terms of properties, tenants and transactions. But the “administrative” headcount (Accounting, MIS, etc.) remained the same. Effectively, personal productivity has doubled. And timely, accurate billing has brought the AR under control. The business has also benefited significantly by providing easy access to documents from any operating location via web-based access to electronic documents vs. the old way that depended on paper copies. Leases, agreements and other business critical document are now just a click away. The result is higher productivity and lower document management costs across the board.
An international designer and manager of retirement properties with over 275 locations identified multiple areas for implementing electronic document management. Additionally, they wanted a system that would integrate seamlessly with their JD Edwards World and EnterpriseOne ERP systems. They chose DocuSphere Content Manager and Workflow and certified JDE integration as the best fit for their needs. By scanning and storing their documents electronically and providing access to authorized users, they have boosted worker productivity by over 50%. Instead of searching for paper files, users now find and retrieve documents right from their desktop. In fact, in the course of working with their JD Edward’s applications, documents can be called up directly from within those applications allowing uninterrupted processing of their daily tasks. No more inefficient trips to the file room for needed information. If documents need to be sent to other internal or external parties, integrated email, fax and workflow options make document sharing a snap.
An energy company was faced with issue of thousands of leases, agreements and correspondence in paper files. Searching for a file folder required a request be sent to a single, remote office where these files were maintained. Finding a specific document in the file was even more difficult. Dozens of people were involved and delays in getting the requested information were long. Management requested a solution to this problem from IIS and we recommended converting these paper files to searchable PDF documents and implementing DocuSphere Search, an add-on module to the customer’s existing DocuSphere Content Manager. Once this was accomplished, the results were amazing. Access to documents now happens at web speed from anywhere a user is located – in the office or on the road. By specifying words or phrases that you are looking for, you are presented with a list of ranked document candidates that meet your criteria. Training on the use of the system was fast and easy. A large benefit of the system was also realized by significant cost reductions in legal fees by providing this search feature to external legal counsel for research. A faster, better and cheaper solution that has more than paid for its self in the first year.
