How a worldwide publishing company achieved cost savings and improved operational efficiencies through digital document management.
The Challenge
Hachette Book Group faced significant challenges due to its lack of a sufficient document management system, particularly for their customer service and accounts payable (AP) departments. The volume of physical documents had grown substantially over the years leading to several pain points:
Resource Drain: The manual sorting, filing, and retrieval of documents consumed valuable employee time and resources, diverting their focus from core tasks.
Inefficiencies: Locating specific documents was time-consuming and often resulted in delays in decision-making and response times.
Space Constraints: The physical storage of documents required dedicated space, which was becoming increasingly limited and costly.
Security Concerns: Ensuring the security and confidentiality of documents was challenging in a heavily paper-based environment.
Our Solution: VAULTVIEW + TRONITECH
Although Hachette Book Group was aware of some other digital document solutions like VAULTview, they lacked the necessary technical know-how to put it into practice. That’s where Tronitech and our team of experts came in, providing the essential tools, strategies, and guidance needed to successfully implement it, which included:
Comprehensive Implementation Services: Tronitech’s technical specialists seamlessly integrated VAULTview with their current line of business systems. This ensured a smooth data flow, allowing Hachette to leverage the full potential of VAULTview.
Employee Onboarding and Training: Achieving company-wide acceptance of new processes is crucial for success. Through training and support from Tronitech, we assisted Hachette Book Group’s team in comprehending how VAULTview could streamline their workflows, addressing any concerns or doubts.
Post-Installation Support: Hachette Book Group now has continuous access to Tronitech’s support team for any ongoing maintenance or training. This ensures that the newly implemented solutions and technologies remain effective and efficient over time.
The Results
Cost Savings: The team was able to remove multiple filing cabinets and clear up space minimizing paper and storage. Because of this, they were able to redirect future costs of additional customer service and AP admin staff into areas of direct value for the organization.
Improved Overall Productivity: With VAULTview, customer service and AP admin can now easily access information while on a call, improving response times and answer quality.
Efficiency & Automation: The cloud-based repository facilitated seamless collaboration among team members from sales to AP to customer services regardless of their physical location. This makes it a much more organized process that makes all data available to everyone at every step.
Conclusion:
Through the implementation of an advanced document management solution, Tronitech successfully transformed Hachette Book Group’s operational efficiency. The digitization of documents, coupled with a user-friendly cloud repository, not only reduced costs and time expenditures but also enhanced collaboration and data security. This case study exemplifies how a partnership with Tronitech can drive significant improvements in document management practices and operational effectiveness.
Learn more about how Tronitech can help you improve your document management processes with tools like VAULTview.
Connect with a specialist today: https://tronitech.com/contact-us/
