Scenario 1:     Use of Document Imaging results in significant cost savings and productivity gains.

Client interest in the Document Imaging Product was generated due to the following:

• The client Finance area currently stores all invoices received from the organizations suppliers in paper files. These files take up considerable floor space.  
• The invoices are stored in the files in batches according to the date of payment of the invoice.
• The invoices are referred to frequently, copies are made for other departments to review. Since the retrieval requirements do not match the filing sequence, retrieval of invoice documents is extremely time consuming.

The client feels a better solution exists which does not require the overhead costs of onsite storage and retrieval for these documents. They have examined COLD storage solutions but have found these options to be expensive, time consuming to implement and based on standardization in desktop equipment which is difficult to achieve.

After a comparative evaluation process the client selects the BCS Document Imaging Product. Data in the existing paper files is ported to the BCS server via high speed scanner and standard FTP  mechanics. Newly received invoices are processed on a daily basis. End users may now retrieve images at their desktop locations based on any of the information indexes defined for the images (invoice number, payment date, name of supplier, etc.). The client has not needed to acquire any hardware or software in order to implement the product. No desktops were upgraded or modified, no software was installed at the client locations.

Benefits Realized

The client realizes immediate and substantial cost savings and productivity gains. The client reports the following to be significant unexpected benefits:

• Images are available at any location. A user can call up document images wherever they are (including at home).
• Image copies can be printed on the users local printer.
• The invoice retrieval process is completely automated, thereby freeing up multiple resources who can be assigned to other work.
• Electronic archival of the images provides a higher security approach than paper based (or microfiche/microfilm) alternatives.
• Images can be routed electronically from one cabinet to another to implement efficient image based workflows.
• Implementation of the product caused users to begin thinking about what else they could do to improve their workflow, lower costs and increase productivity.