Case Study: Transitioning to digitized documents

One company reduces their paper for a corporate move

About the customer

The customer is a global enterprise with independently operating units and group companies providing technology and industrial solutions in several vertical markets.

“Moving to digital documents has the potential to deliver numerous efficiencies throughout our organization and furthers our sustainability goals. The fact that Ricoh has processing facilities across the country with identical workflows and standards makes it the ideal partner to help us achieve our imaging goals.”
Program Director

ic-professional-woman-with-stack-of-papers

Challenge

The synergies group within our customer’s organization — charged with improving operating efficiencies across its operating units and companies — thought the upcoming corporate relocation would be a good time to digitize many of the tax department’s documents. Doing so would:

Decrease the amount of paper that had to move.
Reduce the risk of records loss or damage.
Reduce storage space needs at the new office.
Meet the company’s sustainability objectives.
Facilitate its document retention policy

As an added challenge, it was also tax season, so many of the approximately 170,000 documents still needed to be used during business hours. Since we had more than ten years of providing the customer with MFPs and print-related services, they approached us to see if we could help.

Solution

We worked closely with the client to design a plan that accommodated both their move and their day-to-day business.

We transported the documents to our processing facility, which was located in the same city as their new headquarters, and scanned and processed documents 24/7 over the course of a few days — including one weekend. Not only did we deliver multi-page PDFs formatted to work in the company’s document system, but we did so ahead of schedule.

Result

With their tax documents scanned in, the company can now easily search them using several parameters, including year, document type and taxing authority.

The digital files have simplified retention policy compliance, and also helped increase customer service by reducing document retrieval time. Next up for the customer is to repeat the scanning process with their other operating units and group companies.

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