Application forms were
stored in a secure vault whilst background documents were housed
in 84 filing cabinets outside the vault and this had created a real
business bottleneck. Documents needed to be viewed to check signatures,
etc. sometimes as many as sixty times a day. Jenny Thorpe, then
on the Alliance Trusts' intensive management training programme,
was given the task of sorting out the storage space issues caused
by this paperwork mountain. The objective was to free up the storage
space and implement a secure and accessible alternative, whilst
allowing normal business continuity during the implementation of
the chosen solution.
After looking at several alternative solutions and
suppliers, Alliance Trusts decided that Preview Services' eView+
web repository solution was ideally suited to the task. eView+ allowed
the application forms to be digitally scanned and the images uploaded
onto a secure, password protected web site with 24/7 viewing access.
Speaking of how the project was implemented without
interruption to the normal workflow, Jenny said, "We would
email a request for a particular application form and Preview would
locate the right file, scan the documents and upload them to our
secure web repository site within the ten hour lead time agreed."
The remaining background documents did not need to
be scanned immediately but were instead delivered to Preview's Scan-on-Demand
facility in the north-west of England. Here, the documents will
remain securely stored and Alliance Trusts' staff will simply request
items to be scanned as and when needed via an automated system available
on eView+. These images, too, will be uploaded onto their eView+
site for easy access any time of the day or night.
Alliance Trusts web site: http://www.alliancetrusts.com |
"Preview understood what was needed.
They really took the time to explain things to me and offered us
a very cost effective solution"
Jenny Thorpe, Alliance Trust Savings |
