Neopost saves space
Neopost Ltd has supplied Mill Auto Supplies Ltd, a supplier of automotive parts and accessories in South West England, with its electronic IMW-20 document management system
Despite difficult trading conditions, Mill Auto Supplies has thrived; however, faced with the problem of where to store the high number of documents generated by the business, such as purchase invoices for parts and other documents pertaining to company expenses; it contacted Neopost to explore alternative ways to manage its laborious and costly document process.
"Storage space is at a premium in the car parts business and having a large area taken up by documents isn't a profitable way of using the space we have," explained Company Accountant Tony Watson.
"Each invoice is handled four or five times during the course of its lifespan which is a lot of labour, effort, time and cost, not to mention the cost of space which could be better used by holding stock."
Space saving solution Neopost visited Mill Auto Supplies head office in St Austell to meet the team and provide a demonstration of its IMW-20 document management system.
Neopost's IMW-20 provides the facility to digitise, process and electronically store internal documents such as receipts, invoices or incoming mail with just a few clicks. An A4 full duplex scanner with automatic 50 page feeder can scan up to 2,000 pages per day, simultaneously saving these pages to its 1,000 GB hard drive. No external server is required; the IMW-20's hard drive has enough capacity to store literally millions of documents while a comprehensive range of search options combined with automatic OCR (optical character recognition) and an ergonomic touch screen interface, make retrieving stored documents simplicity itself.
"When Neopost gave us a demo of the IMW-20 we were really impressed with how easy and fast it was to process documents," said Watson.
Improved efficiency Since introducing the IMW-20 Mill Auto Supplies has reduced the space taken up by documents whilst increasing availability of documents. "Once scanned you can access documents either from a desktop application on the IMW-20 itself or from a web browser, if you're working remotely.
"Increased document availability coupled with reduced handling and storage has saved a lot of time, and although we're not back scanning any old documents, we will notice storage space rapidly opening up as we begin to get rid of old files which will provide greater savings and allow us to make more profitable use out of our storage space," said Watson.
"We've been really pleased with both the IMW-20 and Neopost's service. From the demo stage to the installation to subsequent after sales support, Neopost's staff have been excellent and highly responsive. We're also exploring ways in which the IMW-20 could help us to manage the flow and distribution of incoming mail, which could in time, lead to further efficiency improvements."
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