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Enter Canon
Canon's Solution
Alliance Reactions
Based in Western Australia, Alliance Finance is a provider of niche financial products to its corporate customers across Australia. Since its founding in 1991, the company has become one of the most successful insurance premium funding facilities in Western Australia and lays claim to being the only independent, publicly listed Insurance Premium Funding Company in Australia.
Currently, Alliance Finance is experiencing a surge in growth as it expands into the Melbourne and Sydney business communities. With over four thousand active customers across the nation, Alliance's document management needs have expanded beyond its filing cabinets. To combat this, Alliance urgently needed easy-to-use software for rapidly and efficiently capturing customer files.
Enter Canon
"Our difficulty was that with nearly five thousand active accounts we simply could not keep up with our filing. Files needed continuous updating with the latest documentation including contracts, bank authorities and other important information," said Derrice Dillon, Executive Director, Alliance Finance. "We were manually filing over 2,000 pieces of paper each week and retrieval had simply become too difficult and time consuming. The need for an automated document management solution was obvious."
After researching a number of options on the market, Ms Dillon decided that Canon imageREAL Capture was going to be the best solution for its growing document management problem.
"I was able to tell Canon exactly what I needed the software to do. Amazingly, they created and installed our solution in under three weeks," said Ms Dillon.
Canon's Solution
"All of our customer documents are bar-coded. We needed a solution that could read the barcode, nominate or create the relevant directory and then name the folder the documentation will be filed to. Further, we wanted to be able to recall a file's entire contents on screen at the same time. That way we could see all outstanding documentation that needed to be collected," said Ms Dillon.
Canon's solution for Alliance Finance made the once complex and time consuming task of filing customer information obsolete with the imageREAL Capture software and a Canon DR-3080C scanner. With these tools in place, Alliance not only completely eliminated its need for storage space, but also rapidly decreased the amount of time it took to file and retrieve stored documentation.
Using document barcodes or other OCR (Optical Character Recognition) readable information, imageREAL Capture automatically applies filenames to individual or grouped pages. It also allows users to maintain control of the filing process by tracking scanned documents and allows users to re-check scanned information for errors before sending the data to a document management system.
"We were very impressed with Canon's solution. With the barcode filing system, we no longer had to select a directory or name the file. And the added ability to re-check the scanned information before saving decreased our error rate to less than 1%. imageREAL Capture software made it all happen accurately and automatically," said Ms Dillon.
Alliance Reactions
As the main user of the software, Ms Dillon is thrilled with the way the software has revolutionised the record keeping and management systems of Alliance Finance. Her decision to move to an electronic management system has been bolstered through assurances from groups, including the Australian Taxation Office, that the organisation no longer needs to keep paper files.
Ms Dillon is particularly impressed that the organisation can completely recreate its entire collection of client filing simply by copying from one DVD.
"Canon has helped us turn 70,000 sheets of paper into one DVD, making an entire room of filing cabinets redundant. In terms of document management it has completely revolutionised our systems!" said Ms Dillon.
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