McBurney Transport
Ltd.
About the client
The Group specialises in cross-border, cross-channel
and continental operations, with a steadily expanding
list of customers. The present Managing Director Norman
McBurney set up this professional and proficient family
run business, which currently employs almost 500 people
throughout the UK and Ireland, in 1965.
The Group comprises McBurney Transport, McBurney Refrigeration
and Bondelivery and operates from six key locations
- Ballymena, where its head office is based, Belfast,
Larne, Dublin, Liverpool and Penrith - with a combined
total of over 200,000 sq ft of storage space at its
disposal.
The Problem
Providing Proof of Deliveries which were more than 3
months old was one of the major problems faced by the
existing paper based filing system. Due to the large
volume, it was often time consuming to look through
boxes of papers, stored in an outside container. Although
the filing system was well documented; it was the physical
effort of lifting and moving boxes that was a nuisance.
We produce around 2000 POD’s a month.
The Solution
The POD’s are now scanned into FILEstream Document Management.
Customer comment
"I must admit that because of the volume of
paperwork we have to deal with, my main fear was that
I would not be able to retrieve documents scanned. I
would recommend that anyone starting this system should
spend a lot of time producing a cabinet to cover all
fields that may be used by many departments. We have
8 different fields to be used to retrieve documents
- not all are used for each document - it just depends
on what information is on paperwork. Various departments
can retrieve documents by enquiring info relevant to
them. Input errors on indexing can be easily rectified.
I have also opened cabinets for correspondence
and also damages documentation. I have started to scan
all POD’s listing any damages or discrepancies
so that when a claim is made I have instant access to
the POD and any notes and comments made for each instance.
It works well as a reminder as it is so easy to forget
or mix up some cases. Before I used this system I would
have to look for each POD stating discrepancies and
forget how far I got in resolving the case.
The Benefits
I have found the system extremely beneficial. I
can call up the documents and e-mail them direct to
my customer within minutes. My customers have also commented
on the excellent quality of the copies e-mailed as they
are clearer than faxed copies and are as clear as an
original.
The system is user friendly. Helpdesk is excellent;
quick to respond and has already implemented changes
I have suggested making the system even more user friendly."
Link to: Case
study 3
|
