How The Leading Convenience Store Chain Increase Efficiency Levels In Their Current Operations?

Documents in the Accounts Department were managed in silos and stored in respective units. Digitised documents were stored in a Windows shared folder while hardcopy documents were simply stored into physical folders and cabinets. The process of retrieving documents or records posed a challenge to the users, whereas missing and misplaced files are a common daily occurence. With the traditional method of handling these documents, staffs needed to spend additional effort and time to complete daily transaction, on top of the additional physical storage area required to keep the documents.

Others challenges faced by Account department employees include:
• Inefficient document digitalisation process – users were using multi-functional printer (MFP) to scan and store softcopy documents into individual workstation for daily use. This leads to a lot of duplication of effort.
• Softcopy of documents were stored into local shared folders whereby access is managed by the respective document owners or authors. Localization of access approval becomes a hassle.
• Manual filing of physical document is very time consuming and prone to errors or lack of standardisation, resulting  in increased difficulty during future search and retrieval process.
• High wastage – printing multiple copies of the same document for customer’s confirmation.
• Sharing and collaboration is difficult.

Users especially from Account, Finance and IT were also finding it extremely difficult and time consuming to access information within the paper-based records. They require an easy to use, secure and electronic system that would not only simplify the management of documents, but also reduce retrieval time and paper usage.