Global Diversified Industrial Leader Selects DataBank
to Improve Internal Operations
DataBank applies its expertise to implement paperless business processes to streamline operations. With the implementation of DataBank Online Services (DBOS), a Software-as-a-Service solution, and their document imaging expertise, DataBank significantly improved operations for one of the USA’s most admired companies.
Challenges Faced
Three corporate groups were eager to research and deploy new technology that could improve and streamline their business processes for managing Sales & Maintenance Contracts and Order Entry & Fulfillment.
They found that working from paper stifled collaboration and real-time processing. Files were easily misplaced, causing delays - filing, accessing, and refilling paper proved to be labor-intensive and hindered their ability to be instantly responsive to their customers.
Paper (purchase orders, credit memos, invoices, shipping orders and freight documents) was handled numerous times at great cost in time and labor. Labor-intensive processes required resources that could be better utilized in other functions.
Results Achieved:
Goals and expectations were met and exceeded. The project was completed on-time, within budget and the corporation is now experiencing the benefits of a hosted document management solution.
DataBank’s Online Services (DBOS) took very little time to implement and the positive effect on productivity, efficiency, cost savings, improved cash flow and, most importantly, enhanced customer service has been “extremely beneficial”.
- Processing times have been significantly reduced
- Department personnel now have the time needed to focus on other important responsibilities and not managing paper
- Box storage expenses have been greatly reduced and, in several areas, eliminated
- Problems associated with misplaced documents has gone away
- A Disaster Recovery program has been implemented
- “. . . greatly improved service to our valued customers.”
- “. . . enhanced customer relationships by having critical order information at our fingertips.”
- “ . . . saved $Thousands in the first year in overtime costs, overnight delivery costs, box storage, improved cash flow . . . experiencing an ROI within the first year”.
- “I love having our team instantaneously satisfy customer requests. With DBOS, when a customer calls, we can answer their question while they are on the phone, often with ‘check your email, I just sent you the executed copy of the contract you requested’.”
First and Foremost – A Customer Advocate
Our client was able to view several different approaches to address the challenges they faced. Since DataBank delivers and supports a portfolio of services and solutions, no attempt was made to take the ‘one-size-fits-all’ approach. DataBank acted as a consultant and customer advocate, first understanding their needs and how the right solution could be leveraged cost-effectively across multiple units within the corporation.
Within a few weeks, their IT Process Improvement Team selected and, with support from DataBank’s Solutions Expert, implemented DataBank Online Services (DBOS), a Software-as-a-Service solution where all documents are electronically and securely stored in a SAS70, Type II, Tier 1 data center complete with secure web-based access. Users in Accounts Receivable and Contract Administration were up and running and accessing electronic documents from DBOS within days.
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