Are you wasting time tracking down old contracts?

Transcription

1

2 Are you wasting time tracking down old contracts? Have you ever needed to reference a client contract, but found it impossible to locate? Are you tired of looking through storage boxes or waiting for someone to retrieve a contract from an off-site location? Well, one Global IT services company was too and they solved this problem by using DocumentMall to manage their client contracts online. The Contract Dilemma Let s say you need an old contract. Until recently, that meant having to wait a while, but thanks to DocumentMall, the process just got a lot easier. Manager, North American Order Sales Support The company had nearly two million pages of paper-based sales contracts at their headquarters. An internal analysis showed there was no standard approach to scanning, indexing, storage and retrieval of this important contractual information and intellectual property. The company needed a standardized process for managing contracts going forward, but also a way of dealing with the large amount of existing contracts in hand. Solution Going Forward (new contracts) The company purchased a DocumentMall account which combines secure storage with document management. Scanning and secure upload to DocumentMall is done using two compatible Multifunction Products (or MFPs) with scanning capability. Approved client contracts are scanned, indexed and securely uploaded to DocumentMall. After scanning, contracts can be retrieved from DocumentMall securely in just seconds using a web browser. Contracts are scanned and indexed using compatible MFPs, stored on DocumentMall and accessible in seconds. 2

3 Once a document is stored on DocumentMall, users can log-in using a web browser and search for the documents they need using the index data or view documents in a familiar cabinet and folder structure. Authorized persons can download needed documents or the documents from DocumentMall to another person. DocumentMall is secure and yet makes it easy to control who has access to information and what they can do with the files. Search and retrieve contracts electronically in DocumentMall. People in different locations can retrieve files from DocumentMall as long as they are granted access, and users don t have to be on the corporate network. Unlike a file cabinet where only the cabinet can be locked, DocumentMall lets you control access down to the document level and auditing capabilities produce detailed records (an audit trail) on each document as well as the entire account. Authorized user can browse cabinets for contents in DocumentMall. 3

4 Professional Services Solution for the Back-file (old contracts) Dealing with a large quantity of stored paper documents (sometimes referred to as the back-file ) can be too large a job for a company s internal resources. Challenge: Nearly two million pages of boxed paper contracts Employees search for documents in boxes Customer Situation: Documents boxed and archived Warehouse Document retrieval from off-site storage was time consuming and costly. To tackle conversion of nearly two million pages of paper-based documents in boxes contracts, Ricoh provided a comprehensive solution that included hardware, software and the services to make it work together. Consulting and professional services provide: 1) workflow analysis, 2) DocumentMall Documents boxed account and setup and configuration; and, 3) a third-party archived Warehouse scanning bureau for back-file conversion of paper contracts, data capture and indexing as well Excessive as initial paper documents, uploading space shortage, of electronic increase in off-site contract storage services, files to document DocumentMall. retrieval is time consuming Optimized workflow: Result: Back-file conversion Employees search for Scanning service bureau Access & retrieve electronic documents from anywhere when needed Day-to-day requirements Internet Leverage existing scanning hardware Documents now digitized and available online, reduced costs of off-site storage and retrieval, reclaimed Documents office space now digitized for core and business available use, online, gained reduced immediate costs of off-site access storage to required & retrieval, documents reclaimed office space for core business use, gained immediate access to required documents 4

5 Need a better way to store & retrieve contracts? Standardized contract archiving process - all contacts are in electronic format and are able to be retrieved quickly from anywhere Better, more accurate information - no more inadvertently accessing a version of the contract that is not the final Stored contracts are secured and access can be limited and controlled DocumentMall is a software-as-a-service solution requiring little to no IT resources Professional services packages can help you with workflow consulting, DocumentMall setup, training and document conversion...for the first time, contracts can be easily and quickly retrieved, which will help with Sales, Office of General Counsel and Audit queries. We ll also save on facility costs. Learn More DocumentMall is a scalable solution so you can start small and expand the service as your needs grow, or we can help you configure a DocumentMall solution that can handle the needs of your workgroup or entire enterprise from day one. With DocumentMall s on-demand solution, there is no equipment or software to buy - you simply subscribe to the service to use DocumentMall. About DocumentMall DocumentMall is a service of Ricoh Americas Corporation and is sold and supported by Ricoh Business Systems direct sales forces, Ricoh s Network Services Group, as well as a nationwide network of independent Ricoh, Savin and Lanier dealers. DocumentMall has delivered on-demand document management services to customers since Next Steps Visit where you can: See a Demo Learn about a Free Trial Get Pricing Info 5