For many companies producing paper documents is a day to day occurrence. Items ranging from invoices, through letters to customer orders can all originally be paper based. In turn your communication can often be paper based. Despite the incredible rise in electronic communication a healthy proportion of your records to customers will be paper based.
As such your company will be spending time and money managing these paper documents in a myriad of ways. It is often in ways that are not immediately apparent. The time taken to retrieve a file, the delay in responding to a customer, the difficulty in auditing activity and the time taken to walk to the cabinet to retrieve the files. These hidden costs are in addition to the more obvious storage and archive retrieval costs that are often a small percentage of the total costs.
By having a successful document strategy your company can do more than just save money on office space. This is often only a bi-product of the savings that are available.
When you consider that documents can claim up to 60 percent of office worker’s time and can account for 45 percent of labour costs* the real savings are in a successful document management strategy.
As with all successful strategies it can change your business for the better by improving service, making your employees more efficient and reducing the number of processes required to make your business operate. In short a successful strategy in this area can increase your profit in areas that are often overlooked.
At VST our first aim is to work with you to find the best solution for you. As all businesses work in a unique way a standard solution, like a stopped watch, will only be right on a small number of occasions. Our aim is to provide solutions that go beyond reducing the number of filing cabinets and into improving your business’ efficiency.
We aim to help you create a successful document strategy that will make your business better. |
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The first stage of the process is to determine which solution is best for your company. VST’s experienced team will provide you with a range of options and recommendations allowing each Client to choose the best solution for them.
From collection direct from the Client the entire Document Management process is undertaken under one roof. The first stage of the process involves the physical handling of the paper documents. All documents are pre-prepared for scanning by unfolding documents, removing tags and paperclips, and arranging them in the order required by the Client.
The paper documents are passed through our high capacity scanners and a clear image is taken of each one. These images are then processed and stored in a manner that best meets the needs of the Clients a wide variety of image types are available from Tiff, Jpeg and GIF. Our team will advise you as to the best choices to meet your requirements.
Once the paper documents are scanned the method by which the documents can be indexed is tailored to the requirements of the Client. Whether that be by customer name, invoice period, point of contact or date the options are almost endless and our solutions can be accessed in a variety of ways to best suit you. 
The new electronic images can be supplied in a variety of formats and be accessible to a number of employees depending upon the requirements of the Client. All of our output is securely despatched and password protected to ensure the safe delivery of your data.
VST is ISO 9001 certified ensuring best practice in our approach to quality management. VST has years of experiencing sensitive documentation and meeting tight deadlines with a high quality of service.
VST has a history of providing secure documentation on behalf of some of the leading UK financial, Utility and Telecom companies. The secure environment complies with the required standards of both ISO 27001 and APACS registration. 
At VST we believe in supporting our Clients after their systems have been installed with on-line and telephone advice available for an agreed period after your new system is integrated into your business. Additional services such as extended aftercare and on-site training can also be requested if required.