Scanning News Articles
Pool builders implement document management system
Date: 14/07/2008
Arizona based pool builders Shasta Pools & Spas look to save £250,000 ($500,000) and also help the environment by using a document scanning solution developed by eCopy and Optiscan. By using both software applications together Shasta Pools & Spas hope to speed up their business processes and production while reducing printing and paper along the way.
The company is the top pool builder in the state and is renowned for having a good relationship with their customers whom they wanted to focus more energy on. By moving their processes to a paperless system it reduces overheads and reduces the time spent on document processing.
By using Optiscan eVista and eCopy all documents are scanned and made available to approved users straight away which is great for document retrieval and removes the cost of distributing documents in the company and to contractors outside. It also reduces the chances of misplacing documents, reduces printing costs, and storage costs.
The OptiScan eVista software provides secure, online document access and search capabilities to Shasta employees and clients, making contracts and other important documents easy and quick to locate. Document security is also integrated so only relevant people have access.
eCopy document imaging software operates on 13 printers to give Shasta staff an intuitive, consistent user interface across their departments which include accounting, design, purchasing and construction. Shasta staff would scan and convert the paper-based information to Adobe Portable Document Format (PDF) files, then associate the PDF files with an existing job in the system, and import them into the eVista system using web services.
Shasta would often scan pool layouts and any design changes, while making them available to everyone involved in building the pool. By allowing the vendors to view the latest changes it reduces the chances of error outside the offices by vendors as they will both have the up to date information. Shasta described it as a ‘win-win situation for everybody involved’
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