DM Nov-Dec 2023

CASE STUDY: HOUSE OF BRUAR Dm
"WHILE WE DIDN'T IMPLEMENT THIS ON THE BASIS OF A COST-SAVING EXERCISE, THERE ARE INHERENT
FINANCIAL BENEFITS TO HAVING A DIGITISED SYSTEM. BUT THE REAL BENEFIT IS FELT BY OUR EMPLOYEES, IN
THE TIME SAVED WHICH ALLOWS THEM TO FOCUS ON VALUE-ADDING TASKS RATHER THAN ADMIN."
functionality and cost. After
consideration, Filestream - a document
management software provider -
recommended PFU scanners that were
well-matched to The House of Bruar's
needs. The models selected, the PFU
SP-113O and fi-7140, are renowned
for their scan quality, compact
dimensions, and capability to handle
various paper sizes.
This matched the needs of The House
of Bruar, as they receive documents of
all sizes, including invoices, receipts
and additional business-related
communication. The company
implemented the scanning system,
consisting of five SP-1130s and two fi-
7140s which operate with Filestream
software, across all operations and
began the process of integrating the
devices into their existing workflow.
The scanners proved to be highly
efficient and produced high-quality
scans, even for documents of many
different sizes. With the best-in-class
software, scanned documents could
be directly uploaded into the
Filestream system, allowing an
accessible end-to-end process even for
first time users.
TRANSITION TO CLOUD
The switch to Filestream facilitated the
transition from the paper-based
system to a cloud-connected digital
system, immediately offering inherent
cost benefits and enhanced
accessibility to information for all
employees and eliminating the need
for physical document storage.
The House of Bruar plans to phase
out all eight of the filing cabinets that
occupy valuable space in their facility.
By ensuring every new document that
enters the business is immediately
digitised, over time the documentation
stored physically will become
outdated. This is a common practice
when businesses decide to digitise, as
it doesn't constitute an immediate and
total overhaul of the previous system,
but rather a phased approach. This
benefits staff, as they can adjust to the
new digitised system while the
previous physical system still exists for
their reference.
EMBRACING CHANGE
While any change can be challenging,
the vast majority of House of Bruar's
staff embraced the digitisation
initiative and quickly realised the
advantages of digital archiving. Head
of Finance at House of Bruar, Gary
Sullivan, commented: "While we didn't
implement this on the basis of a costsaving
exercise, there are inherent
financial benefits to having a digitised
system. But the real benefit is felt by
our employees, in the time saved
which allows them to focus on valueadding
tasks rather than admin."
The benefits to staff have been
noticeable, with more efficient
document retrieval and reduced paper
waste and clutter around the office.
Gary added, "The scanners are small
and unobtrusive and the quality of the
scans, compared to those of our
previous scanners, is excellent."
In today's digitised world, it's
important for all companies to
consider digitisation for their own
benefit, as Gary Sullivan concludes:
"We'd wholeheartedly recommend the
Filestream system in conjunction with
PFU devices to any business. If
companies aren't embracing
digitisation and electronic archiving by
now, it's time to do so."
More info: www.pfu-emea.ricoh.com
www.document-manager.com
November/December 2023
@DMMagAndAwards
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