|A company is developing a new system for businesses to record documents electronically rather than archive them, saving customers’ time, paperwork and storage space.
Quantor Scanning, based at Maybrook Road, Brownhills, near Walsall, has already successfully used the system at an office of Integral UK, the biggest national provider of comprehensive maintenance services for commercial and public sector buildings.
Integral’s office on the Maritime Enterprise Park in Atlas Road, Bootle, Liverpool, is the central branch of its housing division with offices stretching from Cumbria to London and it handles more than one thousand purchase invoices a month.
It was already over capacity for archiving the invoices and adding to the problem daily. It had already used a nearby storage facility because of the hazardous amount of boxes around desks.
This and the cost of postage were time-consuming and costly. With space running out at the office and the storage facility, executives concluded that electronic storage would be the best option.
After researching the possibilities executives met with Quantor, an experienced company which provides a range of document management solutions, for a demonstration.
Quantor came up with a solution to the problems including that of papers being physically moved between offices for approval, sometimes involving courier services. If papers were lost it was back to square one.
In a deal worth £20,000 Quantor supplied software for scanning and indexing invoices, trained Integral staff to use it and provides ongoing support. It even integrated the software with an in-house system.
Now invoices are moved over Integral’s network and managers can approve them using a digital signature. They are also traceable and are backed up in case of a breakdown.
Instead of trawling through files all the information is now available at the touch of a button and can even be accessed by someone away from the office using a laptop.
Quantor’s actions have meant cutting out some stages of processing and speeding the process massively. Other benefits of the new system include reduced photocopying and archiving space, cutting out couriers’ costs, and a simplified process with instant retrieval. There is also an environmental benefit as scanned paperwork is recycled.
Quantor director Robert Duffy said that documents are normally scanned at its premises using high-tech equipment and transferred to a disk.
“In this case we provided the software and technical know-how for the accounts staff to do the work themselves on site,” he said.
“Now we are looking to see how we can develop this further with other companies.”
Ian Jones, regional director of housing services at Integral, said that Quantor came up with a basic solution which was then linked up to their financial system.
“This is saving us vital time and money and is making the whole process easier as well as giving us instant access to documents,” he said.
“Quantor has been extremely supportive and we are delighted with its input. We are now looking at developing our use of Quantor’s system into other departments here and other regions.”
|Scanning company operates to stop the paper chase at hospital charity|
|Scanning system saves storage space, paperwork, time and money!|
|British Geological Survey - Protecting Information Assets|
|Press Release - LionHeart|