Engineering Case Study

The Situation

A Phoenix-based, but internationally owned, manufacturing company was maintaining all of their Quality Assurance Reports on paper. The current and the two previous years of reports were maintained on site. All other years were stored at an off-site storage company. To mange and maintain a record of where all the files were, the organization employed a full-time person. The problem was that, in many cases when a request for a report or group of reports happened, it took hours or days if it was off-site to produce it for the requestor. If it was needed immediately, more than one person was involved in the search. Since this company produced products for the Federal Government, any lost or mis-filed Reports that did not meet the deadline for delivery meant healthy fines.

The Solution

To pick up each morning and scan daily all Reports that had been generated the previous day. Create a database of all fields by which a report may be requested. Allow for the scanned images of the reports and database to be electronically downloaded each afternoon directly to the customers network server. Provide a site license of Optiscan™ eVista™ Document Management software to manage the database and display the images for employees authorized to request Reports.

The Benefits

• Greatly reduce the labor cost to manage and retrieve requests for Reports.
• Immediate access to any requested Report
• Eliminate any fines associated with untimely delivery of Reports
• No more premium costs or risks associated with delivery of Reports by Storage Company.
• Reports are no longer lost or mis-filed
• Disaster recovery back up of all Reports
• Production space gained where paper reports had been