iPS helps reduce Shipleys LLP Paper Mountain
Shipleys LLP is a Top 50 Accounting firm with 3 offices and 100+ employees.
As in most firms, paper documents were starting to build up significantly so the partners decided to take positive action.
Guy Fisher, (Partner,) comments 'Paper files take up a lot of space. Finding a particular document from existing filing cabinets is slow compared with recovery from electronic filing. Recalling boxes from outside storage companies is worse, that can take 24 hours or more and sometimes the files will not even be in the correct boxes. This had major implications to the firm ' time was being wasted retrieving documents, adding cost and compromising services levels for our clients.
In addition to the storage and retrieval costs there was the additional cost of insurance in case we lost our old files. Yet insurance is of limited use here, if we lose files in a fire, for example, no insurance policy can give us back our files. We wanted to scan incoming post and file it electronically with documents we originate. It was an easy step from there to decide that we wanted to scan, index and OCR all our old files. Therefore, we would have electronic copies of ALL our documents making us efficient and providing good, immediate service to our clients. In effect an important part of our Disaster Recovery plan has been put into effect.
We stared shopping for a company who could scan our documents but to be honest with you we were just left confused with their cost structure. We were introduced to Robert from the scanning company and we discussed our requirements with him and the decision was made easier for us as their options were very clear with a fixed cost with no hidden extras to scan, index and OCR our files. We were also given free retrieval software to view and search any of our documents!
Having now scanned our old files, we are now enjoying the benefits of finding any of our old documents in seconds. In addition to this all these files are backed up with the rest of our data so we will never lose them. As new files are built up we have them scanned. It has certainly made us more efficient ' I would definitely recommend that you speak to iPS if you are looking to scan your old documents for easy retrieval and back up purposes as they are advising the accounting market on this particular solution'.
iPS director Gurjeet Dhillon states 'Having spoken to Shipleys LLP and understood their requirements it was clear this exercise was not just about saving storage space and costs, but to improve efficiency and provide quality service to their clients by having quick access to all their documents and by default having a Disaster Recovery plan in place.
The solution we provide is simple; paper files are taken away and converted into your very own electronic filing cabinet with retrieval software included whilst saving you valuable office floor space at the same time. For peace of mind there is a full audit trail from the time the documents leave your office until the electronic format of files are returned. If space, storage cost, service levels and Disaster Recovery are a concern to a firm there is a cost effective solution available and the benefits are immediate. Our clients are both small and large but they all have the same objective and that is to store old documentation in a safe, reliable, easy to retrieve format at minimum cost.'
Company Details:
Contact: Gurjeet Dhillon
Company Name: iPS Ltd
Address: Ground Floor, Raebarn House, 86-100 Northolt Road, South Harrow Middlesex, HA2 0JY
Tel: +44 (0) 20 8423 9922
Fax +44 (0) 20 8423 2333
e-mail: [email protected]
Website: http://www.intelligentps.co.uk
Background summary:
iPS is a specialist firm representing it's clients rather than any specific software house. With an experienced, skilled team we provide impartial advice to accounting firms on all aspects of IT. This includes all software, training and infrastructure requirements.
Areas we specialize in include: Accounts Production, Taxation, Practice Management, Debtor and Work-In-Progress management, Document Management, Work Flow/Job Tracking, Document Scanning and Archiving, Trust Accounting, Software Integration, P11D, Company Secretarial, Outsourcing, Payroll, Digital Dictation, VoIP, Hardware Infrastructure, Disaster Recovery, Marketing.
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