Case Study: 100 Years — and 500 Boxes — of Paper Records, Now Digitised
Family Service Toronto (FST) was so busy taking care of people, it neglected its own paper problems. Since 1914, FST has connected distressed Torontonians with counseling, community development, advocacy and public education. FST’s services and clients grew over a century, and so did its paper records. Finally, it turned to us for help.
FST administrative staff used to do a lot of manual data entry and validations, which were very time-consuming and prone to human errors. As massive volumes of documents kept growing, FST realised it was running out of office space and needed a huge purge.
Through FST’s strategic partnership with Xerox Canada, we helped digitise their paper-based records system, including 500 Bankers Boxes of files. We also installed and managed a fleet of Xerox® ConnectKey® technology-enabled devices, and automated applications that help drive a number of key, daily business processes.
Highlights of the Results
With the new Xerox® Enterprise Content Management solution in place, FST expects a 20% ROI on digitisation of documents across multiple departments, as well as a reduction of audit times, and an increase in office space. Check out these other highlights:
Gained compliance with legislative requirements for records retention.
Digitised about 500 Bankers Boxes of paper records for easy access and efficient retrieval.
Designed file architecture and metadata structure based on user needs. Staff now use multifunction printers and desktop scanners to scan and integrate documents into a Xerox® DocuShare® storage system, which is integrated with client databases, allowing for a single point of access.
Automated paper processes specifically for FST’s popular Passport program. Previously Passport invoices and receipts came by faxes and emails which were printed, processed, scanned and shredded.
Reduced invoice processing time for the Passport program by 60%, improved accuracy, removed duplicate data entry, and turned cumulative manual submission into a single, automated workflow.
New invoice submission portal incorporates a voice and text notification system that confirms client payments.
“Overall, our client experience and capacity improved immensely.”
Find out what a similar Xerox solution could do for your business.
DocuShare®
The easiest way to access, share and collaborate, on-site or in the cloud.
Enterprise Content Management Insights
Explore PDFs, videos, infographics and more on this topic.
Xerox® ConnectKey® for DocuShare®
Easy, intuitive scanning directly to your business processes
Related Articles
French Non-Profit Association Case Study
See how Xerox helped boost productivity and accessibility for one of France's most significant non-profit organizations with the help of our Managed Print Services and Workflow Central Platform.
IESE Business School Case Study
Discover the strategic impact of Xerox Managed Print Services on a leading global business school, propelling the institution into a new era of digitisation while enhancing the student experience.
Managed Print Services (MPS) Premier Webinar
Join us for a Xerox Premier Webinar to learn how to create a more agile, future-ready workplace.
How Xerox® DocuShare® helped Arbet Aménagement transform its way of working
Find out how Xerox® DocuShare® enterprise content management software helped Arbet Aménagement to revolutionize their document retrieval processes.
IDC MarketScape: Worldwide Cloud MPS Hardcopy 2022 Vendor Assessment
Xerox named a Leader for our Managed Print Services (MPS) suite innovations in print and print-related services, including remote monitoring, content capture and data protection.
Pennsylvania Department of Human Services case study
See how the Pennsylvania Department of Human Services overhauled forms and claims processing with greater security using Xerox® DocuShare®, reducing claims processing time by 90%.
