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Sunny Singh, InComPro’s IT and Records Management Coordinator, describes the digital transformation of the organisation. Specifically, he shares the challenges needed to meet stringent auditing requirements essential for securing annual NDIS funding. By implementing a suite of Canon solutions, the audit process has been streamlined from a laborious three-week manual effort to a task completed in mere minutes.
“Canon’s technology has multiple benefits, including the conversion of over 10,000 paper documents into PDFs and replacing manual processes with electronic forms. We’ve also enhanced document security and confidentiality through digital storage and management. Finally, the automated and streamlined document retrieval process has significantly improved our audit readiness.”
Proud history and challenge:
InComPro, short for Indigenous Community Professionals, supports and empowers Aboriginal communities through health, residential, and educational services. This includes Supported Independent Living Houses operating around the clock for people living with a disability, supporting young people through mentoring or those currently in and out of home care. Supporting Aboriginal Men and Women understand their bail obligations and supporting community members with complex mental health needs.
InComPro faces continuous challenges of delivering NDIS services while maintaining quality and meeting safeguard standards. To comply with the NDIS's strict allocation rules, InComPro must maintain meticulous records. A major task each year for InComPro is a comprehensive audit of all funds provided and how they have been used. This includes a considerable amount of paperwork with detailed information on those in care.
“Historically, we’ve had to rely on a paper-based documentation system which led to inefficiencies in document management, including difficulty in organising, retrieving, and maintaining records.”
By partnering with Canon, InComPro implemented a comprehensive digital transformation strategy. This included installing over 30 new Canon business printers and software solutions, such as imageRUNNER ADVANCE DX multifunction printers, imageCLASS X desktop printers and Therefore™ Online document management solution. This enabled the successful transition from paper to electronic forms and file management.
The Canon solution also included uniFLOW Online, an award-winning1 print and scan management software. As a SaaS product, uniFLOW Online is hosted in the Microsoft Azure cloud and secured through Microsoft’s alignment to Zero Trust principles. Specifically, uniFLOW Online seamlessly integrates with popular cloud services, such as OneDrive and Google Drive for an integrated print experience, reducing administration time and effort.
The transition to Canon’s imageRUNNER ADVANCE DX business printers leverages superior cartridge efficiency and built-in sustainability features such as Auto Shutdown, Eco Recovery and Motor Control. Canon’s business printers also feature low energy consumption and low melting point toners to help InCompPro reduce their running costs. The combined product upgrade has helped to manage InComPro’s entire print and scan environment, and achieve print efficiency, sustainability and security goals. The upgrade has also reduced their downtime and maintenance costs, whilst improving operational efficiency by 20%.
Finally, Canon’s subsidiary, Canon Business Services Australia, assisted InComPro in capturing and digitising their archived records. This enabled InComPro to access their historical documents more efficiently, ensuring that their documentation remains organised and readily accessible.
“Perhaps the best example of how this has positively helped InComPro, is the annual NDIS audit. Historically, the audit process would take up to five staff a full three weeks to compile and prepare. With Canon’s document management solution, this task can now be completed in a few clicks. The business has not only been transformed, but it allows us to dedicate more of our time to the community.”
The comprehensive overhaul of InComPro’s print and document management environment has helped InComPro to achieve greater operational efficiencies, improved data security, and reduced costs. As the landscape continues to evolve, InComPro remains dedicated to updating its technology with Canon to ensure future-proof operations.
1 https://www.canon.com.au/business/bli-awards
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