If your business currently operates traditional paper-based processes, the time has come to make the leap to cloud.
Migrating your processes to the cloud effectively means moving your physical archives and paper-based documentation processes over to a digital system. Moving to the cloud means your business processes can operate in a more flexible manner that can respond to business critical changes. Businesses across the world are being empowered by cloud technology to meet their data sharing and storage needs. The most common driver behind the change is digital transformation, and surveys suggest that as much as 83% of enterprise workloads will be in the cloud by 2020. The time for change is now.
If your paper-based processes are how things have always been done it doesn’t mean it has to stay that way. As a business grows and expands, the IT infrastructure needs of the business change too. And yet the prospect of change can be a daunting one. How and where do you begin - especially if it’s from a standing start? What is the challenge for your business and how do you overcome it?
Our client, AMT Coffee, found that their document management process was perfectly acceptable when working from the fledgeling coffee shop in 1993, but when by 2018 the business had expanded to 52 shops in various locations across the UK, the process had become unwieldy.
AMT run coffee outlets primarily in hospitals and stations. Every coffee bar was responsible for packing up all their own financial paperwork, banking & till receipts and reporting material into jiffy bags to send over to their head office in Knightsbridge. This process was not only time consuming but the retrieval of important information was impractical, and the financial impact of postage costs alone was staggering.
AMT engaged CVD to facilitate their migration to a cloud-based document management solution. Their existing financial software was integrated with a new cloud-based document management system so that the legacy system operated seamlessly alongside the new platform. Point of sale reports could then be fed directly into the document management system and with an invoice processing and approval workflow system being deployed, the need for manual entry of data disappeared.
AMT has benefitted in a number of different ways as a result of their cloud migration, way beyond the financial benefit of reducing costs. Yes, they have seen a reduction in postage costs of around £24,000 a year alone, but in addition, the demands of manual data entry and repetitive tasks in terms of the time spent have reduced by 43%. The ability to extract data from documents is now simple and automatic, meaning that the head office is able to work with a real-time overview of critical business processes and cash-flow. The risk of misplacing or misfiling documents is greatly reduced and all activity has a full audit trail. The value of this secure, integrated process is fundamental as the business continues to grow.
The challenges faced by AMT as they grow can now be managed more efficiently as their cloud-based document management process is scalable, flexible and automated - and CVD will continue to support them throughout this journey. Bringing CVD on board for your business journey means choosing a trusted partner with the experience and skills to guide you through the process so that you too can enjoy a more efficient, effective and secure cloud-based document management process.