Case Study: Consulting Co. Goes Best-In-Class with Digitization

Challenge:
For over 50 years, the company has delivered human resources and workplace health and productivity solutions to its customers. Unnecessary costs were accumulating in client record management operations, since access to physical customer files located in various offices across Canada required lengthy time and resources to retrieve. Under the current document management system, access to critical hard-copy files such as customer benefit and compensation documents, could take upwards of one business week, resulting in delivery delays to customers.

Solution:
The Xerox® Digital Hub was used to digitize all of the client’s hard copy documents. Located in Toronto, Ontario, it is a world-class imaging and records management shared facility that provides enterprise data capture, records management, and transactions processing. The hard copy documents were transformed into intelligent documents, adding features such as security and automatic indexing which allowed improved accessibility for the company’s employees. As the documents were being processed, users were able to access the digitized information in real time to prevent information delays.

Results:

  • Over 500,000 images were processed, resulting in 70% document management cost savings.
  • Document retrieval times were reduced by 80%, from up to five business days to instant access.
  • Searches for legal documents and customer inquiry responses became instantaneous, eliminating potential legal ramifications due to retrieval delays.

Read case study