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"Frasers document storage
and retrieval system allows multiple departments instant
access to documents which had previously taken days to retrieve."
Terry Zechman, IT Director Clover Farms |
The Customer
Clover Farms is a producer and distributor of milk, fruit juices,
Icy Tea and fruit drinks. They distribute to wholesalers
and retail customers in Eastern Pennsylvania, New Jersey
and New York City.
The Challenge
Clover Farms Dairy makes over 900 deliveries daily with a signed
delivery receipt serving as proof of delivery. At some locations,
there are additional customer generated documentation that
must be returned with the delivery receipt. All documents
returned are manually filed by day, by route, by customer
and stored for access by various individuals and departments.
The challenge was to make the information available to those
needing access without the time and expense associated with
manual sorting, filing, retrieval and storage.
The Solution
Fraser Advanced Information Systems developed a simple solution
to the challenge by combining a Canon scanner with Fraser’s
e-archive scanning software. Prior to scanning, a bar coded
divider page, identifying the route number, is placed in
front of the documentation returned by the driver. This documentation
is scanned into a folder within the Microsoft Windows Explorer
file system by date. When scanned, e-archive reads the bar
code on the divider page and automatically creates a multi-page
file image of all documents by route by customer.
The Benefits
Time and labor costs have been reduced while customer service
and quality have improved. Individuals in customer service
and accounting have simultaneous on-line access to the stored
digital images of the delivery documents. If a copy is needed
for a customer, it can be printed, e-mailed or faxed immediately
resulting in saved time and improved responsiveness. All
images, saved are in standard Group IV TIFF format. The Microsoft
image viewing software, included with Windows is used to
view images.
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