Friday, 11 December 2009
The Paperless Office - a Myth or Reality?
So you're looking at a paper mountain in your office and wondering where does it all end? We've got to keep clients information for at least 7 years but with the leaps and bounds in technology there is a much easier way to store clients files safely, in a fraction of the space and best of all they can be accessed again in a flash! No more ferreting around for dusty files, here's some actual examples of how its working in today's modern offices - feel free to add your own or email us to find out how to join the Paperless Office Revolution! francis@reactcp.co.uk
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10/11/2009 I was looking at the details for a client’s file server, which we installed in 2005. Found the invoice we sent them in 20 seconds. And the details of the network card, which I need. I realised that the server would be out of manufacturer’s warranty and wanted to check that we have provided alternative cover. Reviewing their account I found an invoice in October for a maintenance pack so could be assure they were covered. This took me another 20 seconds.
ReplyDelete30/11/09 Was speaking to a client about warranty on hardware, based on emails P had sent on the 2nd and 5th October. I had instant access to both P’s emails from one of 2 sources (our quote system and the email archive.) The client said you were going to let me know about a remote access solution I was able to say I sent you an email on the 3rd Sept with an outline solution, I will forward you a copy.
ReplyDeleteWe are about to do a quote for a client to review their servers.
ReplyDeleteThe last ones were installed in March/April 2004 and I wanted to see what we had actually supplied.
Within 2 minutes I had found 3 invoices over 2 months showing separate charges for hardware software and installation - without a headache!
This is happening live!!
ReplyDeleteJust checked our suppliers invoices because I couldn’t see from ours if they had 1 or 2 processors in the main server.
They had 2 suppliers invoice was dated 27/2/2004 and I would have had to guess the supplier normally.
We are busy Bees at the moment, I’m pleased to say. However result is Alan, Richard and D are out of the office.
ReplyDeleteI am working at home. R and P are in the office but P decided she wanted to go to lunch, lightweight!
Therefore I changed our phone system from home so all the calls go to R, if he is busy they get transferred to me at home.
Just taken a call for R from a client. Told him R was on the phone so he asked for a call back. Used the telephone system we've designed in-house so I will know when R has made the call.
Alan is the worst at telling you he has returned calls when he's not, however our system checks up on him so no stone is left unturned!!
Richard got half way through a quote last night then had to leave the office.
ReplyDeleteHe emailed me saying can you pick this up tomorrow because it needs to go out urgently.
All the information I needed was in SharePoint so I completed the quote. Texted him he connected remotely just to make sure he was happy with it and I emailed it to the client this paperless environment is simply awesome!!
This week I had a renewal for Antivirus but couldn’t remember the email address to send the renewal to as it was over a year ago. I looked in Docuware emails but couldn’t find anything under the company name. However I did seem to recall that the email domain was totally different from the company name.
ReplyDeleteI knew Richard had dealt with the Customer and I knew when the order had been placed the year before, so using our Paperless office system, I did an email search on emails sent from Richard within that two week time period last year and it was right at the top of the list so found this within a couple of minutes.
Saving a lot of time and headscratching!
Penny
Alan phoned me today and asked me to organise changing some fibre optic cabling we installed sometime ago.
ReplyDeleteI was speaking to the cabling contractor we use and he asked exactly when did they do this job.
While I was on the phone I found his invoice for the work which was dated 24/07/2006 - almost 4 years ago!
The system we use - Docuware with Sharepoint took about 20 seconds to find the information I needed and I was working from home. Plus just to complicate matters the only information I had available was the supplier and the customer name, now that's fast!
Regards
Francis