Introduction
Moss Bros is a leading retailer in the UK, known for providing high-quality menswear and exceptional customer service. With a rich history spanning several decades, the company continues to evolve in a highly competitive market. In a move towards enhancing operational efficiency and improving document management, Moss Bros sought a solution to digitise and organise a portion of its paper records.
Situation
The company had approximately 100+ A4 folders containing essential documents that needed to be scanned and made accessible for easy review and retrieval. The challenge was not just about scanning these documents but ensuring that the digitised files could be indexed and searched effectively for future reference. The files contained a variety of documents, including smaller files and management reports, which needed to be carefully handled to ensure both clarity and organisation.
Matt, the key contact for this project at Moss Bros, was tasked with evaluating potential solutions. He reviewed the scan quote and concluded that the smaller files would likely fit into a single box, and the total number of images required might be fewer than initially anticipated. He seemed satisfied with the proposed solution, but he needed to secure sign-off from his team and was expecting to receive two additional quotes for comparison.
Solution
The solution provided a comprehensive document scanning service, where all files would be scanned and organised into a digital format, making them easily accessible for future reference. In particular, the scanning process included Optical Character Recognition (OCR), which would convert the physical documents into searchable text, enhancing the efficiency of document management.
One key requirement from Matt was to ensure that the management report boxes, which contained around 60 reports in total, would be indexed by report. This would make it easy to search for specific reports quickly without the need to manually sift through each folder.
By using advanced scanning technology and OCR software, Moss Bros was able to turn its bulky physical document storage into a well-organised, digital archive. The process was streamlined to ensure minimal disruption to the company’s operations, and the ease of access to the documents would ultimately save valuable time and resources.
“We were looking for a solution to digitise over 100 physical folders of important documents, and the team provided exactly what we needed. The scanning process was smooth and efficient.”
– Matthew Kennedy, Accounts Payable Manager
Benefits
The collaboration between Moss Bros and Key Digital ensured that the company could quickly and efficiently transition from a paper-based filing system to a more streamlined, digital one. By implementing OCR and indexing, Moss Bros could enhance the searchability of management reports and other key documents. With the project on track for a quick turnaround, the solution offered both immediate and long-term benefits, enabling Moss Bros to focus on its core business while maintaining easy access to critical information.