The Paperless Office

The Partners at this Wolverhampton based family practice where keen advocates of working in a greener fashion.

They had began to implement many environmentally friendly practices in the business (such as recycling, restricting their business communications to emails rather than paper) there was only one aspect of the business that try as they might they were unable to “make green” – the vast quantities of paper records that they kept. Prior to going “green” the business had traditionally held paper records for all its clients, suppliers and staff and now wished to store these electronically thereby reducing paper waste and freeing up space.

The business also wanted to bring itself in line with the “technology” age by upgrading its current IT infrastructure.

The Challenge

  • To introduce 8 new PCS for the office users including monitors and other peripherals;
  • To introduce 2 laptops for the Partners.
  • Introduce a Server environment where shared software and information could be stored – making it easier for staff to access information across the network.
  • Recommend and install a new CRM database where customer information could be stored and where further contact with clients could be recorded and marketing campaigns / reports created.
  • Convert all paper records into electronic records and attach to appropriate records within the CRM database.

    • The Solution

    “Achieving the objectives set by our client were fairly straightforward” comments Steve Palmer, Technical Manager, Supreme Systems. “As we were partnered with both HP and Microsoft it was easy to agree finance deals to cover their hardware and software requirements. We recommended Microsoft’s Dynamics CRM for their customer relationship database requirements and full training was provided accordingly. Setting up the Server environment was also equally straightforward – we did discuss whether it would be prudent to buy 3 rather than 2 Servers because of the sheer amount of paper work that would require converting. We settled on purchasing 3 Servers as we had received an amazing deal for the hardware and the business was considering setting up an additional site”.

    “The most tedious aspect of the brief was converting the paper documents to electronic format – the process itself was straightforward – we simply had to scan each document, convert to an image file and attach to the relevant record. The tedious aspect of the process was manually converting 32,495 paper documents – a mammoth task indeed! All carried out by Supreme Systems staff!”

    A big task indeed, expertly handled the Supreme way – another satisfied customer!

    To find out how Supreme Systems can help your business call us now on 0800 0015 942 or email us at vip@supremesystems.co.uk