Volume 13, Issue 6 - July/August 2012
How would it benefit your company if you could take every piece of paper in your office and throw it into a small box hidden from view? They would never get misplaced and with a few key strokes your employees could easily find any one of them.
Consider the Possibilities
Also, think of what your company could save in space by eliminating most of your file cabinets and the need for storage of hundreds of boxes of paper each year.
Save Time and Resources
We know there is no way to completely get rid of all paper, but we have witnessed, both internally and with numerous customers, the savings and efficiencies gained by utilizing this technology.
Our company has been involved in this technology for quite a few years. It wasn’t until we had our first installation up and running and could see the tangible results in action that I was able to visualize the tremendous savings potential.
It was really eye-opening. Over a four-month period the customer was able to eliminate an entire five-drawer filing cabinet. These contained files on every sales order and was rotated on a six-month basis (the room was about 15-by-60 and up a flight of stairs from customer service). The real savings came in improved customer service. After about three months of usage, their customer service manager told me that he had gained at least five extra hours of productivity per day from his six inside service reps since they no longer had to take a call, then go find the related file (hopefully) and then play phone tag with the customer. Needless to say, the customers were much happier as well.
Automation is Simple
An alternate to the traditional method is what we term a document/file tagging system. The difference with this is the flexibility of having one instance of the document, but unlimited tags and tag values that allow you to cross reference any document or file with multiple associations. For example, a customer fax of a complex door unit that is normally associated with the sales order can also have a purchase order tag added if the purchasing department wants to be able to view this in relation to any of that particular P.O.
The documents and files enter the DI system in several ways.
They can be:
The good news is that many companies are taking advantage of some sort of document/file storage today. The beauty is that this technology lends itself to all aspects of your company. Once you get it in and running, you’ll wonder how your company ever survived without it.
Nick Carter is president of WoodWare Systems in Memphis, Tenn.