A global enterprise, Fuji Xerox markets publishing and digital systems, copiers, printers, fax machines, multi-functional devices, scanners and document management software - and is world renowned for its research, development and innovation in document processing. When its New Zealand division decided to convert its manual hard copy records to electronic documents recently, however, the company knew it would need some help. 

Fuji Xerox calculated it would take at least a year to change 20,000 files to the new system if it took on the project in-house. To speed up the process, the company called in Iron Mountain Records & Information Managers, and had it completed within two months. The company has now converted its manual records system to electronic form - giving staff in Auckland, Wellington and Christchurch instant access to client contract files.

This has resulted in more productive use of staff time, as important customer information is now available online and can be accessed from the desk top. Providing its customers with fast, accurate responses to any inquiries was a strong motivator for the company to convert its manual filing system to an efficient, easily accessed one online.

Company benefits following the change include:

• Instant access to service contract files.
• Fast, accurate responses to customer inquiries.
• Secure access to the records database.
• The ability to print, view or email the service contract files.
• Increased work space by being able to store hard copy files off-site as a back-up.

Although Fuji Xerox previously used a manual system that was economical on space, the files took up valuable room that could be used for other purposes. "These are files we access daily - not documents we don't need and have stored away in a dark room to gather dust," Fuji Xerox business support manager, Matt Walton says. "Indexing in the new Alchemy archiving system enables us to search for a file by using key words as you can on the web."

Interruption to Fuji Xerox's business was kept to an absolute minimum. The company provided Iron Mountain with an electronic database of all contracts in its system and this was audited constantly to ensure accuracy of indexing data. Iron Mountain removed and converted contract files to ensure minimal impact on Fuji Xerox customers and staff. Files needed during the conversion process were returned by Iron Mountain within the hour.

For more information about this case study contact:
0800 899 IRON (4766)
sales@ironmountain.co.nz
www.ironmountain.co.nz

February 2005

0800 899 IRON
0800 8 9 9 4 7 6 6
sales@ironmountain.co.nz
www.ironmountain.co.nz

Matt Walton, manager geographic business support for Fuji Xerox discusses the progress made from files converted to CDs with Iron Mountain account manager, John Carter.