FileBound Case Study of Accounts Payable Automation Solution

1. J u l y , 2 0 0 8
FileBound – Business Critical
Where did I put that
document?
How will I ever find it?
According to statistics, the
average organization:
• Spends $120 in labor
searching for each misfiled
document.
• Loses one out of every 20
documents.
• Spends 30 – 40% of their
time searching for
information.
OVERVIEW • Spends 10% of their total
GBS was contacted by the IT department of a large retailer that had revenue on document
recently acquired one of their major competitors. The acquiring company
had been tasked with taking physical possession of approximately 30,000
production, management,
boxes of miscellaneous “business-critical” documents. They needed an and distribution.
immediate solution that would cover all legal, logistical, and operational
challenges and objectives. GBS delivered!
Approximately 40,000,000 documents were converted from paper to
electronic format in less than 6 months. GBS provided all related services
for this project at a price that was extremely competitive.
Upon conclusion of the conversion project, GBS was re-deployed by the
retailer to evaluate their current document imaging needs. Ultimately,
GBS recommended the FileBound Content Management Solution – an
ASP offering that allows for unlimited users, unlimited projects, and
unlimited content, with automated data backups and redundancy. The
positive impact was immediate.
The initial FileBound project was implemented in the Franchise Financial
Services department. This project consisted of storing monthly reports,
statements, checks, account summaries, and other miscellaneous
correspondence. The department consisted of 29 users who stored more
than 85,000 documents in the first year. Currently, there are more than 90
live FileBound projects on the customers ASP Server. There are now over
2,100 active users, and more than 3 million live documents being stored
with GBS.
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2. FileBound – Business Critical
THE CHALLENGES
An important aspect of this solution is the ability for users throughout the company to view a document
from their desk, or any remote location, with or without VPN access. The FileBound ASP model allows for
simple remote access from any PC with Internet connectivity.
User licensing was a major concern of the customer. With the possibility of needing thousands of user
accounts, the company did not want to incur expenses each time a new user was added. FileBound has
always been an “unlimited user” solution, which alleviated this concern.
Data backups that were being conducted for the organization’s other core business systems were taking
too long. Some nightly backups were taking more than 24 hours to complete. The company did not want
to incorporate another solution that would be heavily dependent on internal backups and server
management. The FileBound Data Center provides all server-based hardware and manages all required
backups. As a result, the customer can be confident that their data is backed up and in a secure
environment.
THE SOLUTION
GBS has successfully integrated Kofax Capture and FileBound with core systems of all shapes and sizes
such as Oracle, PeopleSoft, Great Plains, JD Edwards, AS400-based systems, as well as many others.
GBS uses both standard and custom tools to complete integration based on the needs of the customer.
FileBound provides the ability to establish access control regarding what users can access specific projects
and/or documents. Once the appropriate access is determined, user accounts are created granting only
the precise levels of permission. No user ever has “too much” access.
FileBound has been successfully implemented in organizations of all shapes and sizes, within departments
such as Accounting, Legal, Loss Prevention, Lease Administration, Real Estate, Claims, Human
Resources Records, Human Resources Benefits, Human Resources Customer Service, Occupational
Health, Fixed Assets, Safety, IT, Payroll, Tax, Claims Processing, Physician Credentialing, Medical Charts,
Medical Billing, Business Licenses, and numerous others.
Because of FileBound’s extreme diversity, Management and Executives at this company realize that the
role of FileBound within a department can range from a simple content archiver (that allows for fast and
efficient retrievals) to a sophisticated workflow and e-forms solution (that plays a business critical role in
their day-to-day operations).
Want to learn more about FileBound? Call GBS today!
7233 Freedom Avenue NW
North Canton, OH 44720
800.860.4427
www.gbscorp.com
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