Image-On-Demand Solution Boosts Efficiency and Slashes Costs
Through its uniform division, this large services company offers businesses and other organizations a total uniform solution that helps them to solidify their image, promote teamwork, and motivate employees.
When the company first met with Iron Mountain, the business process it had in place for handling and delivering customer invoices and statements worked, but it was inefficient and very costly. All of the company’s settled invoices and signed Proof of Delivery statements were scanned, indexed, and stored as electronic PDF files. It typically took three to four days before the information could be accessed.
The company realized that the cost was beginning to get out of hand. Iron Mountain worked with the company using its consultative approach, and uncovered that they could streamline the process by dealing with just the data, rather than scanned images. The uniform division had been scanning two million documents a month, but discovered that only about 11% of those ever needed to be retrieved.
They put a plan in place that stored the paper version of the signed Proof of Delivery documents at an Iron Mountain Records Center. These are scanned only on request, and the data from the Proof of Delivery statements and settled invoices is imported into Iron Mountain’s Digital Archive system to be used for billing, customer service, and collections.
Now, the information can be accessed within 24 hours and customer service department is much more responsive. By the fourth year of its contract with Iron Mountain, the customer has realized cumulative savings of over $4 million dollars and has also helped speed customer payments by reducing the time for invoice delivery.
Read Complete Case Study: Uniform Services Firm
Greater visibility into your organization’s information – together with the ability to produce documentation when needed – puts you in a much better position to enhance employee efficiency, respond to customer questions, and provide the information needed for discovery or audit requests.
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