SUCCESS STORY: Conservation Organization Uses Document Capture and Workflow Rules to Handle Incoming Correspondence to Increase Productivity and Reduce Costs

The client

One of the largest conservation groups in the world (conservation.org) encountered a problem in one of its field offices. The office scanned all incoming documents, but the process was slow, inaccurate, and not fully automated.

The challenge

CTI determined that the organization’s scanning equipment was insufficient for the company’s workload. The system required the operator to identify where to store the files, which increased the error rate. The storage capacity for the documents was too small and when documents arrived at the office, there was no process in place to notify employees about their arrival, which caused the field office to miss important deadlines. Frustration also built over the amount of time spent looking for information, since there was no system in place to search and retrieve information easily.

cti solution

CTI replaced the old scanning equipment with faster, up-to-date models. CTI also designed a special barcode system, in which the operator entered the document’s name and subject on a desktop computer. Once the document was scanned, the barcode system identified the document and automatically stored in the proper place and extracted relevant data. Once the document had been scanned and stored, the system sent out emails to staff members associated with that project. The documents were scanned using Optical Character Recognition (OCR) technology and a full text search capability was added. To increase storage capacity CTI used CVISION compression technology to reduce the file size by an average of 60% percent.

The results

The time spent retrieving information was reduced by 80%-90%. The time spent scanning incoming documents was also sharply reduced. The full text search capability allowed staff members to obtain information that was previously hard to locate. The system required no addition to the IT infrastructure which kept costs down and compressing the files eliminated the need for more storage capacity. The system worked so well, the organization is now planning to implement it in other field offices.

The field office reported the time to retrieve documents has been reduced by 80%-90%.