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| Captovation
Capture
Overview Reseller Focus
Imaging Office Systems, a
value-added Captovation reseller, was the system integrator for the
capture systems installed in JD Byrider's 13 owned stores capture
system. IOS converts
roughly 6.5 million hard copy pages per month to digital images using
equipment from the nation's top manufacturers- like Canon, Inotec,
Bell & Howell, Plasmon, Captovation, Stellent and Documentum. They
have installed over 450 imaging systems in the Midwest alone and have
employees in Indiana, Illinois, Ohio, Kentucky and Michigan, who
work with IOS affiliates nationwide. Imaging Office Systems Indianapolis, IN
317-254-9545 ECM Product Focus EMC/Documentum ApplicationXtender Document Scanner Focus
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A FASTER AND RELIABLE SOURCE OF DOCUMENT PROCESSING How a national car sales company made the change
The Customer JD Byrider, a national chain of used car and special finance dealerships, works to deliver dependable cars and affordable financing to all of its customers. In 1989, JD Byrider knew they wanted to have a company that would serve and satisfy customers with special financing needs who were being ignored by other dealers day after day. The “buy here, pay here” car sales company is headquartered in Carmel, Indiana as a franchising organization. They have 110 independent dealerships and 13 company-owned stores with over 540 employees within the company-owned and corporate divisions.
The company’s success can be attributed to the philosophy of its founder: “Experience has taught us that no business will be successful without putting the customer first,” says James F. DeVoe, founder of JD Byrider.
The Business Problem The process of buying a car generates a lot of paperwork. To date, JD Byrider has successfully sold over 550,000 cars, resulting in a large increase in paperwork volume. In each of their 13 stores, loans are created and signed, cars are purchased and sold, and numerous documents are processed. Loans and other supporting documentation for each purchase were being mailed to the corporate office to be scanned, indexed, and archived into their Documentum ApplicationXtender document management system, which was designed and installed by Imaging Office Systems, Inc. Entering all of this information into their system was taking weeks, including the time it took to ship the paperwork to and from the corporate office. The collectors at the individual stores who needed these documents had to wait weeks before gaining access to them because of the time it took for the indexing staff to enter them into the system. JD Byrider needed a more efficient and accurate document capture process.
The company was also experiencing an overwhelming volume of paperwork being transmitted between the corporate office and their 13 owned stores. When the stores needed documents, corporate was required to copy, fax, and/or mail them. “There are numerous documents and they are hard to manage. When people in Ohio need a document, they have to wait for it to be shipped overnight to them,” says Dave Beckman, Chief Technology Officer for JD Byrider. “We needed something to help speed up these processes.”
JD Byrider’s paper volume continued to grow and the cost of storing the individual files was creating a bigger problem for the company. For each transaction there were about 80 pieces of paper being filed relevant to loan processing: contracts, power of attorney documents, car titles, etc. They needed a solution that would help streamline loan processing and document management.
The Solution Imaging Office Systems, Inc. realized centralized capture impeded the immediate accessibility of documents, so they suggested Captovation’s Web Capture system to facilitate document capture at each of the owned stores. Utilizing Captovation Web Capture, along with Canon 2080C and 2580C document scanners, the company was able to image documents at their places of origination and transmit them electronically, thereby accelerating document accessibility.
To solve the slow manual data entry problem, IOS recommended Captovation Recognition Server. “They wanted to automate the indexing process by using bar codes,” says Steve Nimon, Sales Manager at Imaging Office Systems. “Captovation’s Web Capture client made this simple for JD Byrider, by defining individual loan numbers and document types through specific bar codes. It was fast and an easy solution.” Loan documents are now scanned with bar codes that have the loan number embedded within them. When the documentation for the car purchase is printed, two bar codes print out on the document: one is the loan number and the other defines what type of document it is (contract, loan, power of attorney documents, etc). After scanning, Web Capture sends the image back to corporate where the Recognition Server extracts the bar code data and indexes the documents automatically.
Dave Beckman, JD Byrider’s Chief Technology Officer, stressed the integration ability of Captovation’s Web Capture and Recognition server products, “One of the key reasons for purchasing Captovation’s products was the ability for it to be easily integrated with our existing EMC ApplicationXtender suite. We were able to leverage the documents that had already been scanned and utilize the Recognition server to quickly index them.” The process for managing loan documents will be much more convenient for employees because the paperwork will be processed faster and made readily available.
The Benefits ApplicationXtender, Captovation Web Capture and Recognition Server are providing numerous benefits for JD Byrider. The system has provided immediate accessibility to documents while significantly reducing storage cost and floor space. JD Byrider has been able to reduce the amount of paperwork being copied, mailed, filed and / or manually indexed. Instead of retaining all 80 sheets of paper from a consumer purchase, they now only have to physically retain an average of five documents per transaction. “We have saved a little over 1,000 square feet in the past year from our corporate office for document storage,” says Dave Beckman, “We expect to save between 60 and 80 square feet per store on a go forward basis.” The purchase of 13 Web Capture licenses and one Captovation Recognition Server significantly decreased the time it took to capture and index each document. Furthermore, the information entered into the system is much more accurate and the manual indexing labor and errors have decreased significantly.
In addition, JD Byrider feels that their document management system has provided a safer and more secure storage method for their business critical documents. They feel they now have a stronger security model for document management and know that the documents will be saved and kept in a safe and secure location. Going forward, JD Byrider is investigating the deployment of Captovation Web Capture to all of their independent franchise stores for more efficient business processes.
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