“Our records management plan was very inefficient,” Ellis explains. “We’d print out documents, process them by hand and then file them in cabinets. We had a whole warehouse dedicated to file storage, containing all kinds of old documents that we didn’t have time to properly manage.”
By integrating Laserfiche with SharePoint, the Port Authority now has the ability to collaborate on documents, retain them electronically, and efficiently manage and dispose of digital records—all while giving users access to content through the SharePoint interface.
“Laserfiche has dramatically reduced the flow of paper throughout the organization,” says Ellis. “It’s opened up space for new offices and enabled us to tear down an entire warehouse for profitable use!”
Like other HR offices, AMF is inundated with paperwork. With so much paper, there is always a chance of losing or misplacing important files. Any loss of documents can be costly for a company to recover. The company is looking for a well-organized way to manage the annual estimate of 2,600 hire packets and 50 employee record changes a day. They also need a solution that allows documents to be available immediately, easily and securely.
Unity Business Systems has implemented a successful Laserfiche solution with 5 full users and 10 retrieval users. Unity Business Systems’ Scanning Services Department has also scanned over 40 banker boxes of employee records, enabling a fully functioning, go-live implementation for AMF. Some other highlights include:
• Reduced labor costs
• Simple integration with current application
• No scanner issues
“We now have, at the tip of our fingers, the capability to access up-to-date information without having to physically go through tons of files,” said Barbara Sears, RIS/records supervisor.
With over 75,000 parts and accessories, International Auto Parts (IAP) is North America’s largest vendor of Alfa Romeo, Fiat and Lancia parts and accessories. The company has microfiche containing over 25,000 images of vehicles that are no longer manufactured in the U.S. Having to rely on a microfiche reader every time a part needs to be viewed is very time-consuming; having to view the microfiche frequently is also risky because the wear and tear on the fiche is irreversible – and in many cases, their microfiche contain the sole images of specific car parts.
Unity Business Systems has successfully scanned the microfiche for International Auto Parts. UBS also indexed each image according to the applicable header (including car make, model, year, part number, etc.). Currently, IAP is in the process of writing an application that will allow customers to quickly search through the scanned images for specific car parts, verbiage and diagrams. Some other highlights include:
• Projected annual savings of 15K-20K
• Scanned microfiche means no more wear and tear on the valuable images
• Faster and more secure access to business-critical information
This particular project has been such a success that IAP is considering a future scanning job with UBS to scan car manuals so they can be converted into PDFs for easier access and availability to their company and customers.
“Unity Business Systems and its Scanning Bureau are easy to work with and very professional. The turnaround was timely,” said Demetrius Washington, International Auto Parts.