|
Transervice Logistics Inc. provides total transportation management. They have over 38 years of experience in the transportation industry and are driven by the needs of their customers. They understand the customers’ desires and deliver innovative services to meet those needs. Their goal is to provide the customer with professional service on the most cost-effective basis.
Some of their programs include fleet maintenance, routing, scheduling, reporting and tracking systems and maximum vehicle utilization. Each of their customers enjoys a specialized program tailored to meet their specific needs.
This flexible approach is a major contributor to their growth. Beginning in 1969 with under 100 employees, the company now employs 1,500 employees at more than 120 locations in 21 states and Canada.
That’s today. A few years ago, with 1,000 employees, Human Resources AVP Gina Lydakis calculated that the HR file for each employee contained 30 pages, meaning they were manually keeping track of 30,000 pieces of paper, just in the HR department.
Start Departmental, Think Enterprise
It wasn’t just the fact that there were over 30,000 pieces of paper that drove Gina to seek a solution. The nature of the paper, medical files, I-9’s, affirmative action documents, payroll records, etc., was such that many of the papers had to be kept separately for each person. So, in addition to the pure bulk of the paper, there was an organizational aspect that needed to be addressed.
Space was also becoming an issue. File drawers were full and blank forms decorated the tops of file cabinets and other spaces. Perhaps the biggest annoyance was when an employee would look for a file, not find it, and have to walk around the office to find out if someone else was using it. Walk-arounds cost companies countless wasted dollars in unproductive work-hours.
Gina had been discussing the problem of space and paperwork with CFO Eric Sklar who suggested the idea of document management. From the beginning, the two saw the value in launching document management in the HR department and progressively including additional departments throughout the enterprise.
The Search for the Right Solution
Gina received the go-ahead immediately to begin the search for a provider and did most of the legwork online. First, she had to learn about the different types of solutions.
One type of solution was a web-based hosted application that Eric had suggested. With this application the files actually reside offsite on the host’s server. This was vetoed when they discussed what might happen to the files if the host went out of business. Most host companies aren’t that large and there is an issue of what happens if the company goes under. Who really owns the database? Would they have trouble gaining access to their own data? Both Gina and Eric felt more secure having their records onsite and in their control.
Another type of document management solution utilized a networked copy machine with scanning capabilities. Ultimately, they had trouble believing a solution based on the copy machine (hardware) would measure up to a solution based on software. It just didn’t make sense, especially when they considered expanding from a departmental scale to an enterprise scale.
Since one of Gina’s main priorities was ease of use for the employees, it wasn’t difficult selecting Computhink as a possible provider. She liked what they had to offer. Computhink put her in touch with a reseller of the product in her area. A live demonstration was given that seemed to address this issue, but Gina still wasn’t convinced. She needed to make sure this product was the right choice.
What finally put Computhink’s ViewWise® Solution ahead of the pack were the references Gina contacted. Each highly recommended the product and confirmed the superior ease of use. With ViewWise meeting this core requirement, the decision was made to purchase and install a ViewWise Small Business Solution.
The original install and implementation took less than two days with the help of a regional consulting company.
The Paperless Office®
Computhink calls their ViewWise Small Business Solution “The Paperless Office®” because it can transform a small business or a department from a paper disaster into a model of electronic efficiency.
|
