"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.