Kay Housch, Attorney (Electronic Document Management)
Kay Housch has been a successful, practicing attorney for over 20 years. Working for such companies as Chicago Title Insurance Company and Beaty Title Company, Kay has come to know the real estate side of law from the inside out. For the past 4 years, Kay has operated her own title insurance and real estate law practice out of her downtown Nashville, TN office.
THE PROBLEM:
“Storing paper is just so unwieldy.”
- Kay Housch
As any one who has ever bought or sold property knows, the real estate industry is paper intensive. Realizing the need for some other way of managing the growing paper problem, Kay looked at solutions for outsourcing the scanning of these crucial files.
“One of my concerns with this was that the files would have to be removed from our storage site to be scanned. It’s important to have access to these files on an ongoing basis and I couldn’t afford to lose them.”
Kay was also uncomfortable with the fact that other people would be making decisions about which documents to scan.
“I knew it wouldn’t be cost effective to scan everything and I wanted control over that decision.”
Additional concerns had to do with the cost of storage in a downtown location, compliance with privacy laws, the ease of use of any system and the ability to access information immediately.
THE SOLUTION:
With a Workgroup document management system from Canon and RJ Young, Kay can now access mission critical documents in seconds. By having the system onsite, she maintains complete control over what documents are scanned and when.
“The system is easy to use and fast. I like the fact that I can create and quickly send a PDF file to a client. Above all, I really appreciate RJ Young’s technical expertise.”
Teamsters Local 480
THE PROBLEM:
The art successfully arbitrating a grievance relies heavily on paper documents. From the initial filing to the follow up proceedings, notes & correspondence, every stage of the process is bound to paper-based information. With anywhere from 200 to 300 cases a month, this creates a mountain of paper to deal with.
Additionally, the ongoing need exists to refer back to the closed files in some 80, 4-drawer filing cabinets. The Local’s bi-laws specifically stated that no documents could be stored offsite so a solution had to be found that would give the local chapter complete control of their paper documents from an onsite system.
THE SOLUTION:
After looking at several companies, the Teamsters chose RJ Young and a document management system from Canon.
“Their efforts to tailor a program to meet our needs and to implement this program as a working tool clearly identified their abilities to meet the challenge before them. I feel confident that our local is better prepared to meet the challenges of the future, because of the expertise of these two individuals.”
- David Mottern, President, Teamsters Local 480
With the need to update their outdated copy equipment, the software solution was combined with a Ricoh multi-function device for fast, reliable document input. This total solution gives them the flexibility to quickly and efficiently get documents into the system, share documents among case workers and to provide a true means for disaster recovery; something that was lacking with the paper filing system.
“Ms. Copous made the initial contact with my office and through her expertise quickly assessed our needs and made her recommendations. Her salesmanship, professionalism, and knowledge coupled with her persistence to work and communicate with this office made our choice of selecting a supplier in the field of document management easy.”
- David Mottern
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Solutions