Case Studies

 

Mercante and Lefavi Tax and Accounting Firm

Mercante and Lefavi, a Certified Public Accounting Firm, already had technology in place at their office, using Lacerte Tax Software. One of the many benefits is how Speedy Software increases interaction with clients. Lisa LeFavi, from Marcante CPA firm applauds the system. “We have easier, faster and more accurate communication with clients. We scan worksheets and summaries for client approval and email them. If we need a signature on a document, we scan it and email it directly. If a client needs a copy of a tax return, we can e-mail it rather than having to copy and snail-mail it.”
John Moran Accounting - If you’ve ever felt like your staff needs more time to get work done, then you’d benefit from Speedy Organizer Software. “I save about 2 hours per day because I no longer have to file, copy, address envelopes, and attach postage to piles of documents everyday,” says Raquel Rivera of John Moran Accounting.

 

La Follette Tenessee Utility Company (FEATURED MONTHLY CASESTUDY)

The La Follette Utilities Board (LUB) is a municipality-owned electrical power distributor, water and wastewater utility, owned by the City of La Follette, Tennessee. LUB serves approximately 22,005 electric, 9,650 water, and 3,639 wastewater customers in portions of Campbell, Claiborne, and Union Counties.The documents they are dealing with in this process are work orders, service receipts and repair orders. These documents had been historically stored in file cabinets. When someone needed to view one of these documents they had to go the file cabinet and pull out the document then later the document would have to be re-filed. Many times in the old process the documents would invariably be misfiled.The first step in the process is to convert the paper documents to searchable PDF files. To do this they use a Fujitsu ScanSnap S1500 with a full version of Adobe Standard. This converts the paper records into OCR PDF documents. Once the document is created they use Speedy Organizer/PLUS to catalog, index and archive the document so it can be shared across the network. For example, if the document is a service order for manhole covers, they would index the document by these indexes (service order, manhole cover, 2010). The Speedy Organizer/PLUS is installed on all workstations so those users who need to search for a specific type of document can just use a drop down list to find the document they are looking for and another drop down list for year to filter for the specific document they need. The workstations are XP and Speedy Organizer is running on the Windows SBS 2003 Server.  All of the hardware existed and they were not required to upgrade or purchase any new equipment as part of this document management system project. Allen Elkins, IT Manager, states “The cost savings are considerable with the new system. User can now find documents faster which means we are answering customer and internal requests much faster. Because the documents access is now menu driven there is no ramp up time to teach new users how the system works. We wanted a simple way to share documents across the organization one that an administrator could control.”

 

Roman Allstate Insurance Agency ( JANUARY 2010 FEATURED MONTHLY CASESTUDY)

Speedy Organizer along with our Fujitsu Scansnap scanner has dramatically improved customer service" says Roman Agency of New York. "I wanted to have faster accessibility to documents and a better more cost effective way of storing them" With Speedy Organizer and the Fujitsu Scansnap we have accomplished all of our goals."We store all the documents you would find in an insurance agency, including endorsements, applications and other policy related documents. When a customer calls we can access the document in seconds and answer their questions in a matter of minutes. We can even just email it to them right there at our desk. We can accomplish in one phone call what may well have taken several hours. Finding the document in a file cabinet, faxing it and then returning the document to the cabinet at sometime. You can't beat the improved cost of servicing the client." states Dion. A much happier client with reduced cost of support. Gina Alvarado from Arnoldo Arguello Insurance Agency, Miami, Florida had similar goals and is accomplishing them very effectively with Speedy Organizer. Her main priority was to be able to archive old documents that were being destroyed due to lack of storage space. On the subject of Speedy Organizer, Gina says "I picked Speedy Organizer based on the service and price" Gina explains further, "We evaluated competitive products and Speedy Organizer provided very good customer service and all the other products were more expensive." With Speedy Organizer we can still contact and follow up with old customers and have the same information at hand just the same as with current clients" says Gina.

 

Conserv Construction General Contractor

Conserv Construction is based in a suburb of New York City they are building contractors involved in the construction of industrial buildings and warehouses, high end residential construction and heavy highway governmental projects. They needed a solution to manage the never ending flow of paper based information coming into their organization such as accounts payable, bid information, project information, equipment repair orders and human resource records. They installed a Speedy Organizer along with 5 Fujitsu ScanSnap Scanners. Now when a document comes in it is scanned and stored using the Speedy Organizer Software. When they need to find a document they can search by project name, project address, project number, record type, year or by project manager. Trish at Conserv states "this is a very simple solution to use and it has streamlined our company, we are much more organized since installing the Speedy Organizer Document Management Software.

 

Rhode Island Law Firm

This law firm consists of one lawyer and an office staff of 4, this is not a small firm by any means. They generate many cases and have a constant backlog of work. The paper was overwhelming everyone at the company. The owner, who purchased the solution, knew by going paperless the company would become more organized and gain better control over the documents coming into the office. They purchased a Xerox - Visioneer Scanner and the Speedy Organizer software, the process now is to scan critical documents and immediately store them electronically using the Speedy Organizer System. The owners states " we have seen our office become more organized and we have to rely less on paper records. This is the way the office should run."

 

Dr. Rotman Medical Practitioner

This medical practitioner wanted a complete solution for their medical office. They already had in place a medical EMR solution but this did not cover other paper flows such as bills, insurance information, billing data and historical charts. Along with a Xerox Scanner they put in place a way to digitize the billing records so that a third party provider could gain access to them each day for outsourced medical billing solution. The Speedy Organizer Document Management System was used to store all of this information by date so if necessary they could get back onto the information immediately if a bill was disputed or needed further backup. The office also stores all bank, financial, medical equipment records, research material so that it can be retrieved by a simple keyword - even searching the text inside the documents.

 

Vance County Department of Social Services

What was the process before you started using Speedy Organizer? We were stockpiling records; there was a scanning program before I came that was now inaccessible. It was obsolete and the replacement software was very expensive. How many staff use this solution? 4 scan and around 80 access the electronic documents. How has Speedy Organizer improved the way you do business? It has allowed us to resume scanning in a very expedient fashion. We are clearing out office space as a result of being able to destroy paper records. How are you using the solution? We're scanning client files in order to destroy them. Would you recommend this solution to others? No doubt. How was your overall experience with Speedy Organizer? Great. If you could improve the solution or alter it how would you do that? None. What would you guesstimate the cost savings to your organization will be per year by using the Speedy Organizer Document Management System? Over the old paper based filing system, we have a monthly fee for the P.O.D. we rent at $100 per month, but the real savings is in time getting the documents we need. What type scanner are you using? Canon 3080CII What type of operating system do you use? Windows XP Professional/ Windows Server 2003 Any comments – Thanks for your excellent customer service and a product that's very user friendly and easy to navigate.

 

FMC Manufacturing

Designs by FMC is one of the largest Jewelry manufacturers providing products to companies such as Macy's, Target, Walmart, and Kmart. The company has many departments which are heavily paper based including Accounting, Human Resources, Bidding and Purchasing. The company installed the Speedy Organizer along with 7 Fujitsu ScanSnap Scanners. Each department can scan, index and store information on how they want to retrieve it. Now instead of storing all of this information on site they can just keyword search and view, print or email electronic PDF documents. The IT Manager at the company estimates they obtained a return on investment in less than 4 months due to the increased efficiency of the processes.

 

Blumberg Machinery Distribution Company

Blumberg Machinery Company has been in the business of buying and selling used metalworking industrial machinery since 2005. We implemented the Speedy Organizer Document Management System because we needed an electronic means of storing paperwork pertaining to inventory items. After evaluating several products, we decided to go with Speedy Organizer because it was affordable and simple to use. Another benefit to using the software is that it compresses the data, therefore with over 1000 records; we are only using 190 MB of storage space. We have the software running on Microsoft SBS, and the client running on XP. Once it was up and running, we have had very few problems. Administration is easy, and user rights can be set up with a click of the mouse. Overall, we are very satisfied with the software and recommend it to any business that needs a database for storing scanned documents.

 

Sparetime Clubs Human Resource Department

Sparetime Clubs operates 14 health and fitness locations and employees 1,400 employees who are forever changing. They need a solution to manage their human resource records, you can imagine the space that 5,000 plus employee files take up. They purchased 2 Fujitsu Scan Snap Scanners and the Speedy Organizer Document Management System. They changed all of their paper based records to PDF and now store them in a searchable database, now they can immediately locate records and add additional records into them as needed and the file is immediately updated. No more file cabinet searching or lost files!

 

Surety Support Services Bonding Surety Insurance Company  

Surety Support Services Company provides bonding insurance which services construction companies. The Speedy Organizer Document Management System is used with a Ricoh Digital Copier. Surety Support needed a secure way to electronically store information so that it could be archived an retrieved for ten years. Gary Bradley reviewed many different softwares but chose Speedy Organizer because of the security features and price. They have been using the solution for 3 years and have recently upgraded to the newest Speedy Organizer. “Speedy Solutions is fantastic and very helpful, always right on top of the situation,” says Gary Bradley.

 

4220 Corp Commercial Real Estate Owner

4220 Corp is a commercial real estate owner with multiple commercial properties. The company sought out a solution to digitize their paper based records which consisted of leases, tax information, partnership agreements, environmental records, survey and building information, property tax records, insurance information and mortgage and general financial and accounting records. The company purchased a Kodak ScanMate i1120 Scanner and the Speedy Organizer Software. Now as each paper based record comes in the scanner is used to convert it into a PDF document. After that step is complete the Speedy Organizer indexes each documents associating it with the Corporate name of the property, address of property, year, date, records type. Now when a document has to be located the company can just select property name and next what record they are looking for and it is viewable and printable as a PDF record.

 

Anson Environmental Services

Anson Environmental is a leading environmental services company providing environmental services to Real Estate, Private Property Owners and Government. The law was requiring them to submit all of their environmental reports in PDF format. They needed a solution to quickly convert information (paper) to PDF format and store it so that it could easily be located later. Using a Fujitsu ScanSnap Scanner S-510 and the Speedy Organizer System they immediately organized their work environment with a better system. When someone is looking for a report they just type in a keyword - as a result they have reduced all of the soft cost expenses at the company including overnight mailing and printing.