A vehicle leasing company that serves 20,000 UK businesses, including two-thirds of the FTSE top 100 firms, has selected Document Manager.
Vehicle leasing company faces paper mountain
For each vehicle, the leasing company has to maintain an extensive file of documents, including ownership forms, contracts and a variety of other material. This includes documents regarding accidents to vehicles owned by the company, such as letters from repair garages, solicitors’ letters and invoices for work that has been completed. Paperwork has to be kept for as long as the company owns the car.
The documents have to be stored securely yet must also be easily accessible to various departments at three locations: the firm’s main operating office and two regional offices. Under a former, mainly manual paper system, there were often delays in tracking down relevant documents and getting them to the staff who required access. Documents could often be misfiled or lost.
Choosing Document Manager
“Because our leasing business is all about service, we wanted a system that was rugged enough to handle a very demanding application, reliable, easy to use and integrated with our current applications without too much tailoring,” says the company’s Delivery Manager.
“Document Manager met all these requirements and also offered the ability to provide web access via our own network to users – currently over 40 but expected soon to double, with several users per machine. The implementation was trouble-free and the system didn’t require customisation – we used it pretty much out of the box”.
Benefits of document management software
- Reduction in loss of documents
- Automation of business-critical information
- Improved access to documents
- Improved staff efficiency and productivity
- Central management and storage of documents
- Secure, permissions-based access to documents
The Document Manager Leasing Solution
Document Manager ensures the leasing company has a streamlined business process that provides rapid, reliable and secure access to all documents, which enables staff to respond more quickly and professionally to queries from customers and suppliers, and to provide a better service. And because the original documents, once scanned, are stored securely, the system helps the company to better meet its regulatory obligations.
The system allows staff at three locations to access information and documents without causing any delay or misplacing information.
Document Manager provides a service that means queries can be dealt with efficiently and quickly.
Document management software systems save space within the office environment by reducing paper mountains that occur owing to the amount of time documents have to be kept.