Case Studies

Fortune 1000 Company
Problem: Customers were asking a manufacturer to produce proof of delivery for product sold. The truck driver would forget to turn in the signed receipts, causing loss in sales. In addition, it took hours to search for the signed receipts and then fax or mail a copy to the customer.

Solution: 123File-IT created a document imaging workstation that downloads daily invoice information from the mainframe for deliveries. When the truck driver returns from the deliveries, signed receipts are matched to the invoices. These receipts are then scanned into the computer, giving an easy way to fax or E-mail signed receipts. In addition, each day the scanning operator ran a report that compared the number of deliveries to the number of return signed receipts scanned and made a report of the missing receipts.

Results: The Company gained immediate results, not only guaranteeing themselves a signed receipt from each customer, but a faster more efficient way of producing that receipt to the customer. This increase in efficiency has lead to a shortened collection period because signed receipts are sent out almost instantly. It has also reduced administrative costs that would usually be incurred during collection. Now there is no looking for delivery receipts and then taking them over to a fax machine, both of which requires time.

Largest in USA - Moving Relocation Service Company
Problem: The Company had used a customized "off the shelf" software package developed in Unix. This package outlived its usefulness due to the rapid changes occurring within the Company. The Company, doubling in size each year, was making constant changes in the business model. It was only time before some sort of fallout or breakdown occured, unless they found a new solution. The software package, the system inter-structure and business system could not handle another year. The company's major revenues are made during the summer months and most software developers said it would take over a year to create a new system. The need for a new software solution was becoming life or death for this Company.

Solution: 123File-IT developed a complete fax routing and workflow system as well as a document record management and filing system which stores and handles scans, C.O.L.D with full faxing and Email outputs. The base system was finished in time for the summer peak season. 123File-IT also automated more than 40% of all business transactions.

Result: The Company was able to continue its successful growth pattern without any down time. In addition they have been able to retain employees for a longer time because of the new less stress environment due to the new system. The company has doubled in business again, but because of the software and automation, it only had to add about 20% more employees.

Sensor Company
Problem: A leading company that produces sensor devices wanted to create a demo of its newly released sensor and polling services via the internet for the largest trade show of the year. When the release was made, the trade show was only three weeks away and they had no software for the device or web site for the polling service.  Basically, they had a great new product, but no way to show it off.

Solution: 123File-IT created the various interfaces and created a web site that showed plotting samples of various temperatures taken from equipment in multiple locations. Our solution was developed on time and also provided the engineering staff with time to attend the major trade show and help demonstrate the product.

Results: The Company, using our software, was able to display this new device at the Trade Show. This allowed them to offer their products and services immediately, thus giving them a major jump on the competitors in selling their sensors.

Legal Records Service
Problem: One of the largest companies that services legal records had decided on a Windows NT environment platform. This was at the early release of NT 4.0 and they also wanted a special high speed 30-pages-per minute laser printer to print scanned images. After placing the order, they found they were having a hard time finding anyone that had software or drivers that could be used with Windows NT to send and print document images at close to rate speed.

Solution: 123File-IT was able to customize its Easy Image software and develop a driver to work with the Windows NT platform for the high speed printing requirements. We also utilized special "in-house" speed techniques to gain 28 ppm output to the laser printer.

Results: The Company was able to maintain operations in the desired Windows NT environment because the desired print speeds could be maintained through 123 File-IT's software. This allowed them to keep printing costs down, without forcing them to return any products they had purchased for the Windows NT environment.


A Paper Book Distributor
Problem: The Company needed a better way to keep track of its inventory. The current method of counting titles per request only amounted to losses in sales and unhappy customers. Often books were miscounted which either meant leftover books not sold, or customers complaining of book shortages. A standard "off the shelf" inventory program was not feasible because the books were sold on a guaranteed basis and the books could be return to the warehouse. This would not have been a problem, but books came in as titles and needed to be accounted for during collation. They were then shipped out as a case or set of titles. When returned they would be in assorted cases sometimes numbering over 10000 titles. This caused an inventory nightmare.

Solution: 123File-IT looked very closely at the transfer process of books frompublishers through the Company out to the first round of customers, returns being processed, and finally out to the final discount stores. A solution was needed to allow for special handling of the books, yet keep track of their movement. 123File-IT developed a web based solution that could be updated and viewed constantly.

Result: The Book Company was able to save money. They saved on the cost of taking inventory every time a sales person called the warehouse. The sales people were more efficient because they could now view the inventory via the internet. Sales people all over the country could see what was in stock. They could even see orders being processed by viewing the collation of books set for shipping. This solution gave the Book company better control over inventory and saved them thousands of dollars every year.


A Dairy Company
Problem: When a customer would request a copy of their milk order sheet to be sent to them by fax or email, it would take days before they received the requested information.

Solution: 123File-IT designed a document record management system that would retrieve a copy of the signed milk order in seconds and fax, Email or print them for the customer.

Result: 123File-IT saved the Dairy company hours in time spent looking up requests, allowing them to reassign personnel to another area of the company.

A Pension Fund Administrator
Problem: The Company needed a system to administrate pension funds for a large union. It also had to be changed at least yearly and in some cases monthly. There was no "off the self" package that met the requirements.

Solution: 123File-IT designed the workflow and database to create a easily changeable system with a complete accounting function module for administrating a pension fund including employee statements, 1099's to IRS and employer statements and reports.

Result: The Company was able to provide the service to the union trust fund manager that they were looking for at low cost.


Payroll Company
Problem: The payroll processing company with over 2000 clients wanted the client to view their payroll records.

Solution: These records are scanned and stored within the 123File-IT “electronic file cabinet” where employees can easily file new documents and view old files. The added security of off-site back up of important documents was a key point in obtaining the satisfaction of this company.

Result: Customer is happier with the Payroll Service.


County Courthouse
After searching the country for a document imaging solutions provider, 123File-IT was chosen based on the “Pay Per Scan” pricing. Cost was a big issue for this small courthouse, but as a growing community, they also didn’t want to sacrifice usability and scalability. They were able to take full advantage of working directly with 123File-IT as the manufacturer. There have been several key instances where the Courthouse wanted specific points of integration and 123File-IT was able to make all necessary changes within days rather then weeks.


Insurance Firm
Being a small insurance firm doesn’t mean you shouldn’t take full advantage of new technology. This insurance firm has made the 123File-IT Service their final step in a full technology upgrade. They now have the ability to use the 123File-IT Service to Search and View policies instantly. This allows them to take full advantage of the 123File-IT features including e-mailing, faxing, or printing policies all without leaving a desk. This company is now able to attain a whole new level of customer service surpassing their competitors.


Fishing Industry
When the sign on the door reads, “Out Fishing” this company is not playing hooky. They are a commercial fishing operation based in Valdez, Alaska. However, every six months the operation is moved to Seattle, WA. Moving a whole organization has proved quite a task, but with the 123File-IT Service this company is able to transport millions of documents easily and safely. All they have to do is pack one computer and a scanner. All the documents are backed-up so if the computer goes overboard, or the boat sinks the company stays afloat.

Education
The guidance office in our high schools is where student transcripts are stored. Traditionally these records are archived on microfilm. As we all know, microfilm is cumbersome to use and it may take the guidance counselor hours to search for one transcript. Today students are applying to several colleges and universities which make sending these transcripts a huge task. Not to mention the daily requests for transcripts for any number of other reasons. Often the guidance counselor is spending 50% of their time retrieving and sending transcripts. With the 123File-IT service, the time spent searching for transcripts is now seconds and the guidance office can spend more time helping the students. The best part is the 123File-IT service can fit within the tight budgets of schools. Typically a high school can have the service for less than $1.00 per student record.

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