Kendal based Energist specialise in ‘Part L’ Building Regulations and energy assessments, offering a nationwide service to the construction industry. Due to all the legislation they have to deal with, their records have to be kept for at least 7 years and the nature of their work generates a huge volume of paper. Helen Mistry from Energist explains:
“We already had 22 4-drawer filing cabinets that were overfull. Rather than buy yet more cabinets which take more space, we knew we needed to be smarter. Having read that 70% of businesses whose offices are destroyed by fire close within 5 years, it was another very clear motivation to remove our reliance on physical paperwork. We chose documentscanning.net for the job, firstly because of the price, but also for the location and the responsiveness of the account manager, who understood our needs and objectives and did all he could to work to them.”
The initial estimate for the job was 180,000 A4 sheets of paper, but they soon discovered that they also had a high volume of paperwork larger than A3 which needed colour scanning.
“Converting to electronic format has given us benefits of reduced physical storage (all bar one of our cabinets are empty), improved retrievability of our information (we hadn’t been smart about how we physically filed the paperwork and the scanning project forced us to address it) and also significant benefit in our business continuity planning. The amount of room being left by the removal of the filing cabinets will provide a fantastic boost in available space, and the scanning project to clear the backlog of files will enable daily/ongoing scanning to take place, thereby avoiding the possibility of the situation reccuring. As well as our Account Manager at documentscanning.net really making sure he looked after us, everyone I have dealt with at the company has been really responsive and helpful. Nothing has been too much of a problem, whether we needed quick access to a file that was waiting to be scanned, a bespoke index to reduce the printing time for index sheets or a different file saving process to accommodate our naming system. I have been quickly contacted in the event of a problem or when one of their team has a query about the content of some of our files. I would definitely recommend them.” – Said Helen.
The other great thing is that Energist, who have their own brand of chocolate bars as an advertising/exhibition give away, now have space to store more!