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Case Study – Omega Facilities Management

The Problem

Omega Facilities Management deals with hundreds of contracts and customer files relating to security and cleaning agreements with their clients. The office was very paper heavy and it could sometimes take a couple of days retrieve information from previous contracts.

The paper files are regularly updated and added to, however there were no digital backups which was a concern to Managing Director Derek Walsh.

The Solution

Derek recognised the need to look at the digitisation of these files, as well as providing the company with a quick indexing and search function for the future. By working with Jamie Lloyd at Cull Paperless, Derek was able to send off the historic files for scanning and storage, then could upload the digital copies to his own backed up network.

This has enabled Derek to access historic files in seconds, and also future proofs the system notes – allowing staff to add to the current customer folders digitally. The solution saves both valuable staff time, stationery and paper costs, as well as prime city centre real estate in the office, to allow for the company to expand its staff.

Omega

The team at Cull Paperless is brilliant. From initial meeting with Jamie, it was clear he wanted to know all about our business to ensure we faced little disruption to our working day. Secondly, we looked at how we wanted the files scanned, indexed and bookmarked. At this point, Jamie introduced the Bureau Manager Stuart, who talking us through the processes his team goes through to ensure a quick and accurate scanning and filing process. This put our mind at ease from day one, and the speed and professional of Jamie’s team ensured we faced practically no business disruption. We had some live work scanned too, and we couldn’t stress enough how quickly we needed the files back. Cull Paperless accommodated this request with ease, and had the files back 2 days before our deadline. We can’t recommend them enough.
Derek Walsh, Managing Director, Omega FM

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Case Study – Lees Solicitors LLP

Culls’ solution and service portfolio enables us to cater for the full document management lifecycle. Whether the need is an in-house document management solution, an outsourced scanning service or even a feature rich cloud based EDRM solution, Cull can deliver. We work with you to understand your business needs and budgetary constraints to arrive at a bespoke solution.

The Customer               Lees Solicitors LLP
Sector                             Legal Firm
Document Type           Matter Files
Volumes                        8,000,000 pieces of historical paperwork. Over 100,000 pages converted each month

Lees Solicitors LLP

Lees Solicitors LLP are a progressive legal practice in the North West serving clients both locally and nationally. Lees advise private and business clients providing a full range of services including Accident and personal injury, clinical negligence, family law, wills, trusts and estates amongst others. For the commercial sector, they advise on a full spectrum of issues including Commercial Litigation and Commercial Property, as well as Employment Law, Business Services and Corporate.

The Issue

Like most Law firms, Lees Solicitors LLP deal with a huge volume of paperwork. As the burden of storing records grey, they established a central off site location to store all documents ensuring they were meeting with stringent legal requirements. As government and SRA requirements have evolved it means that documents need to be kept for long periods and sometimes indefinitely. The Principals realised that the total volume of files stored with constantly increase and taking extra storage space was not an option.

The Solution

The solution was simple. Lees Solicitors LLP needed a solution that could store all of their documents electronically as well as the capability of converting them. Combining FileDirector Document Management software with the Cull bureau service has enabled Lees Solicitors LLP to free a huge amount of space, increase business efficiency and dramatically improve business continuity and disaster recovery capabilities.

Feedback

We have now disposed of our central storage unit, and we can find everything we need at the click of a button. This allows us to work more efficiently and has save a considerable amount of space.
Ian MacGregor, Managing Principal, Lees Solicitors