One of the nation’s largest real estate investment trusts, Home Properties, meets its business goals of managing and improving its apartment communities with efficiency and productivity. Turnaround time is critical for its accounts payable department. Previously, manual access to invoice and payment paper records had become increasingly difficult. Document storage had expanded well beyond file cabinets to massive numbers of boxes containing hard-copy records, all of which needed regular accessibility for tracking and retrieval.

The company was looking for more efficient workflow and accuracy of responding to daily information requests and audits. In addition to the need for improved response time, Home Properties faced expanding physical storage to accommodate the growing volume of records, much of it being offsite, which compounded the problem of efficient manual access. Home Properties engaged us for the upload of accounts payable records into secure electronic storage. Upon scanning and storing as searchable documents, management and staff now have access to their files within moments, made possible by the CloudDOCX full content search and retrieval. Strict access controls ensure all records are viewable by designated personnel only, at the discretion of management, and transmitted through a secure browser connection.

Furthermore, the constraints of physical space and remote offsite storage of paper records have been overcome, all with the added benefit of records being backed up redundantly across hosted data centers.

A national payroll processing firm found it difficult, time-consuming and costly to provide required tax services and records to their client base of 2,200 customers. They annually incurred hard-copy and labor costs with production and mailings. And when a customer called requiring a copy of a prior-year tax return, there were constant trips to the filing cabinet.

Our ability to provide immediate access to records with full text searching and rapid document location technology saved time searching for paper files. Today, clients themselves can securely access their records anywhere via the internet. The hard dollar savings accrued from minimizing paper, printing, collating, stapling, stuffing envelopes, mailing and storage, as well as resource costs, enabled an annual ROI payback over two quarters. Production costs were reduced by 60%, eliminating paper processes for distributing required records, and client adoption of the simple access, search and retrieval system led to positive feedback and increased value to the customer.

A nationally recognized community college engaged us to implement our web-based service for high schools to use when sending student transcripts and supporting documents into the admissions department. Guidance offices needed the ability to easily upload and then store any of their students’ records they’d normally be providing through fax. With CloudDOCX, these files are uploaded directly into a secure electronic vault for college admissions to view and access.

An investment advisor, who manages over $6B in assets owned by one of the world’s largest investment managers, was faced with two major issues: client response delays and paper storage problems. Client requests for information were handled manually, with hard-copy files accessed from a large onsite library by account administrators utilizing offsite storage. Turnaround time had grown to hours or even days for retrieving and providing client information relating to their portfolios, billing, legal and compliance requirements or correspondence.

Regulatory requirements dictated formal reporting on a regular basis as well. Compounding the problem of client responsiveness was the sheer lack of space for storing hard-copy records. The firm had expanded its physical space footprint and was exploring more costly facilities storage to accommodate the volume of records.

CloudDOCX overcame these costly and perplexing challenges. Upon scanning over 1,000 active client accounts and their paper files into secure repositories, client services reps, account administrators and portfolio analysts were now able to instantly access client records. All records are able to be retrieved and transmitted through a secure browser connection. Physical space constraints had been overcome, with library space now reduced. Remote storage had been cut in half as well, as retention cycles were now able to be securely invoked, along with the shredding of 8 tons of offsite paper records by a bonded document destruction firm.

Managing contracts and orders had gotten out of hand for the sales and distribution staff of a full-service energy company in New York State. Granted, the business is complex, since it provides fuel oil, propane and gasolines throughout the state via an extensive distribution network. Keeping up with paper records fell short in terms of timeliness and chain of control. Worse yet, the documents often lacked information, were inaccurate or illegible, and sometimes were lost altogether. And when it came to order processing, the paper process used mail, fax and overnight delivery services—all time-consuming and costly.

It was the perfect opportunity for CloudDOCX to step in. With the deployment of low- and mid-volume scanning within the remote sites, all documentation and forms tied to the order processing cycle are now electronically stored. More important is the electronic search and secure retrieval, not only within those branch locations where documents are captured and uploaded, but also headquarters. Burgeoning costs were replaced with instant access to order information for fulfillment, invoicing and accounting. References to contracts are also now performed between fleet drivers in the field, corporate reps and customers, as searchable PDFs have replaced paper versions. Furthermore, the proven document security attributes ultimately incentivized the firm to scan employee personnel and benefits records for controlled permissions-based access within HR administration. Space is no longer at a premium and rental costs have been cut back dramatically.