Supporting the needs of customers is one of the key components driving digital transformation in many companies today. To support customers, you need to understand them, including every interaction you’ve had with them. But what do you do when those interactions are stored across many different systems, including multiple archives?
This is the key challenge one multinational conglomerate, that operates in construction, manufacturing, and many other industries wanted to overcome. The information and interactions they stored were captured in a mix of paper archives and electronic data stores (documents, data, information systems).The company wanted to switch from the paper archive to electronic but continue to have those paper archives easily available to employees when they needed them.
Supporting Digital Transformation with Easy Records Access
The goal was to bring together all information, regardless of whether it was paper or electronic, and have it easily findable by knowledge workers for a range of use cases. Equally important, the company needed to ensure the information was managed in accordance with regulatory requirements. Comprising different organizational units spanning multiple geographies, it was critical to ensure they could address the varied policies and requirements of different governing authorities.
A Complete Solution for Records Management and Archiving
When the company moved headquarters to new offices, their paper archives were moved to off-site storage. At the same time, the company switched to everteam.archive as its electronic archiving solution. To ensure employees still had access to the paper archives, they were recorded in everteam.archive and managed via the same processes set up for all archives. That meant one integrated process to find, retrieve and handle any document, no matter whether it was a paper or electronic document and no matter where it was located.
The Everteam solution enables the company to handle a wide range of use cases. For example, prior to everteam.archive departments filled out document transfer paper slips in batches to move documents to the archive and archivists often had to perform additional data entry to add missing information. Now, departments can transfer documents electronically to the archive on an as needed basis, the correct metadata automatically populate. The new process has sped up the archiving process significantly.
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