Case Studies

The Challenge

Before ACQC partnered with DocPlace, their document management system suffered from two major issues:

• Day-to-day operations at ACQC were dependent on a complex system of paper documents. This issue was most problematic in the finance department, which maintained a mountain of paperwork across multiple categories, including banking and payroll. The organization’s reliance on physical documentation made it hard to index documents manually and keep everything orderly.
• The only way to search for a specific document was to pore through the system of filing cabinets manually. This was time-consuming and inefficient, and the problem was getting worse as the organization grew. Increasingly, the difficulties in finding documents were leading to delays and gridlocks. ACQC’s management realized that something needed to change.

The Result

To fix the problem, ACQC decided to partner with DocPlace. Together, they implemented the following solutions:

• ACQC used DocPlace to digitize their entire filing system. As a result of automatic indexing, accounting documents like check deposits and wire transfer receipts became much easier to organize. This meant there was less possibility for human error.
• ACQC used DocPlace’s Optical Character Recognition and AI to locate missing documents. For example, accounts payable checks could be located based on attributes like check number, amount paid, invoice number or vendor name. Similarly, check deposits could be located on the basis of attributes like deposit date, account number and amount deposited. This was significantly faster and more efficient than locating these documents manually.

The Challenge

Before CFH began working with DocPlace, their document management system suffered from three main issues:

• CFH relied heavily on paper-based documentation. This system was cumbersome and inefficient, creating bottlenecks in daily operations.
• Each document in CFH’s system had to be indexed manually. This process was time-consuming and prone to human error.
• Every time an employee wanted to find a particular document, they had to manually pore through filing cabinets. This was laborious and frustrating. It was most problematic during audits, when CFH’s team needed to find important documents quickly.

The Result

CFH recognized that they needed to overhaul their document management system. To do this, they partnered with DocPlace to implement the following solutions:

• CFH used DocPlace to transition from paper-based documents to electronic files. This simultaneously reduced the need for physical storage space and minimized the risk of documents getting lost or misplaced.
• With the help of DocPlace’s automatic indexing feature, CFH eliminated the necessity of indexing each document manually. This ensured that all documents were correctly categorized, reducing human error and saving time.
• Rather than looking for documents manually, CFH employees used DocPlace to run searches of their digital filing system. The search filters made it much easier to locate documents, thereby improving overall operational efficiency. This was especially beneficial in stressful audit

The Challenge

Before GMP started working with DocPlace, they had twelve filing cabinets full of accounts payable documents dating back over 20 years! GMP was heavily reliant on paper documentation for its daily operations. This was much slower and less efficient than a digital system.

The Result

GMP’s leadership team realized they needed to improve their document management system. To do this, they decided to work together with DocPlace. As a result of their partnership with DocPlace, the following solutions were rolled out across multiple departments, in particular:

• Accounts Receivable
• Accounts Payable
• Human Resources
• Payroll

The Challenge

Before partnering with DocPlace, Nexus faced challenges with their document management system as they relied on manual indexing via Windows File Explorer, which became cumbersome as the company grew. Navigating through a complex folder structure made it difficult to quickly find essential documents as the portfolio expanded. Remote work posed additional challenges to access to documents.

The Result

Since collaborating with DocPlace, Nexus' document management system has become vastly more efficient. DocPlace’s Automatic indexing and filtered search bar capability sped up their document retrieval, along with its cloud access enhancing Nexus's remote collaboration. Consequently, Nexus' business operations have been transformed for the better.

The Challenge

BMS, burdened by its reliance on physical paper documents, encountered several inefficiencies. The finance department, inundated with paperwork, struggled to manage the complex approval process for payment requests. With multiple steps and potential points of document loss, the system posed risks and delays. Over the course of a year, the finance team grappled with processing 600,000 to 1.2 million new documents.

The Outcome

Using DocPlace, we established an automated process that enabled BMS to manage their documents efficiently in the cloud. This streamlined their operations by automating subsequent steps once a task was completed. The digitization of BMS’ documentation system resulted in significant time and cost savings for storage. With documents securely stored in the cloud, BMS could easily sort them by type, upload in bulk, and restrict access based on permission levels.

Additionally, a custom workflow tailored for BMS’ check request process eliminated the risk of document misplacement. By reorganizing their manual repository, BMS achieved improved compliance with privacy policies, HR regulations, and HIPAA. DocPlace’s technology ensures future documentation will seamlessly integrate into this orderly system, saving BMS substantial time.

The Challenge

ICBC is the largest Bank in the world. We customized DocPlace to digitize all the Bank's documents. They can capture, index, organize and retrieve their documents easily and efficiently. This is accomplished without the wasted space of having file cabinets and paper documents.

An important area for the Bank was creating and processing Deal Tickets, which grew exponentially over time. Having employees handle this process manually was cumbersome, very expensive and fraught with the potential for human errors. The Bank needed dependable security on many levels.

The Outcome

Automated workflows for deal tickets was created for different departments. Manual payment workflows were created and implemented for the clearing department. The goal is that every department will have automated workflows. These automations provide incredible efficiencies with added security and ease of operations.

The Challenge

China Construction Bank, one of the largest Banks in the world, needed to reduce and eliminate their huge output and storage of paper documents. Their various departments generate an enormous quantity of deal tickets from operations. These were produced manually, and in paper form. Some basic problems with their paper documents were locating specific items, storage, security issues.

The Outcome

By designing and implementing DocPlace, the Bank went to a paperless environment and all their concerns were successfully addressed.