Digital Archiving
Organisations run on documents. Every department from Finance, HR, Sales and Legal all rely heavily on paper-centric processes. These paper documents all require filing and storing as they contain useful information.
However, filing and retrieval of paper documents is messy, time-consuming and expensive.
Key Digital’s digital archiving solutions work to increase your business efficiency whilst reducing your cost using highly secure, industry-leading technology.
How can we help?
Critical Insights: Document archiving security & safety standards for 2021
This free ebook covers everything you need to know about safe, secure and stable archiving of digital documents.
Challenges you may be facing
- Bottlenecks occurring when staff are off sick or away on leave
- Slow, manual processes impacting on cashflow and customer service
- Unable to monitor review and approval status of documents
- Tasks are left incomplete or overdue
- Documents get lost or misplaced causing further bottlenecks
How we can help
We assess your existing situation, examining your current document workflow process and highlighting key areas of optimisation through digital processes creating a seamless workflow.
- Assign documents to staff members with basic workflow instructions that trigger the document into their task list
- Automatic digital routing for approval, rejection, holding or amendments with multiple-stage authorisation as necessary
- Custom notifications let you know when a workflow requires your attention
- Substitution rules allow workflows to be completed even in staff absence
- Full audit trail and workflow history of every document and process
- Mobile approvals and authorisations available via iOS and Android
Key benefits
- Realise significant time savings across the board with leaner workflows
- Free up staff time to focus on revenue-generating activities
- Full transparency of documents and location for easy audit management
- Improve cashflow by streamlining accounts department processes
- Easy collaboration with staff in different locations or those working remotely
- Save valuable office space with digital document management
Case studies
Jura Products
Manufacturing | Colne, Lancashire
Fully automatic Jura coffee makers prepare freshly brewed coffee at the touch of a button. The digital archive of the company’s British branch works just as seamlessly: documents are stored automatically and immediately made available.
Benefitting from improved customer service with speedy archive access
"Since documents are now available at the touch of a button, we have been able to significantly improve our customer service. It has become one of the most important tools for our daily work.”
- Anton Dreyer, Digital Operations Manager, Jura Products, Colne, United Kingdom
Contract Vehicles Limited (CVL)
Logistics | Leeds, West Yorkshire
CVL manages fleets of over 12,000 vehicles for customers from Great Britain and Ireland. Thanks to digital document management, the volume of paper has drastically been reduced and processes made faster, more transparent and more customer-friendly.
Using the digital processing of documents to provide top customer service
"We have succeeded in replacing error-prone, paperbased workflows with automated digital processes. Employees and customers alike benefit from the solution, both in the form of higher efficiency and an improved service level.”
- Geoff Swaby, IT Manager, Contract Vehicles Limited (CVL), Leeds, West Yorkshire
Smithfield Foods Ltd
Food & Drink | Norwich, Norfolk
To curb administrative bloat, meat processing company Smithfield opted instead for more efficiency. Today, employees are no longer hunting down documents. Now the information flows to employees - an essential building block for future growth.
Gained 85 additional work hours per month thanks to DMS
"Thanks to our DMS, we aren’t wasting time on searches and filing. For our organisation, this amounts to recapturing a good 85 hours per month - which is roughly the working time of a part-time employee.”
- Ralph Farrow, IT Manager, Smithfield Foods, Norwich, United Kingdom