Success Stories

From the Source – Success Story for PinPoint Scan and DMS Link for Legal

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Kyocera Makes Their ‘Case’ to Increase Productivity and Efficiency at a Law Firm

THE SITUATION

An effective document processing system is the backbone of any organization, particularly law firms. These firms organize, scan, and archive important records every day—and their success depends on retrieving those documents in an orderly, timely fashion. One such firm had been relying on a Ricoh MFP for scanning, Bates stamping, and filing documents. The device had limited capabilities. It forced the staff to develop its own method of Bates stamping; for instance, the administrative assistant had to set up a page-numbering protocol on the MFP, and then mark the hard copies to match the automatic system. When scanning to desktops, employees were forced to send scans to their e-mail addresses, save the attachments to their desktops, and then rename the documents. What’s more, there was no way to continuously scan large documents.

THE CHALLENGE & THE SOLUTION

When the firm’s equipment lease was about to expire, its administrators began looking for an alternate solution. Specifically, they were looking for a faster, more efficient system. Ricoh wasn’t able to offer more than an upgraded MFP with the same scanning solutions as its previous model. After thoroughly evaluating the situation, the firm’s office equipment dealer suggested employing Kyocera’s TASKalfa 5500i MFP and loading it with DMS Link, a proprietary business application that connects MFPs to existing document management systems. The dealer also proposed adding OmniPage for OCR capability, PinPoint Scan for added scanning capabilities, and most important, a custom Bates stamping script that would allow the firm’s employees to stamp their documents with a prefix, Bates starting number, and predefined footer.

THE RESULTS

The firm agreed to try the new system. The dealer worked with the firm’s IT company to install the device, which connected seamlessly to the existing system. The proposed solution lived up to the dealer’s promise: it immediately boosted productivity and efficiency. Scanning was quicker and easier than before, and employees were able to scan directly to their desktops from the MFP control panel. Plus, Bates stamping was automatic, accurate, and thorough.

THE BENEFITS

The Kyocera system was a cost-effective solution that fit within the parameters of the firm’s budget. It saved the staff time—employees no longer had to waste unnecessary hours devising homespun workarounds—and it boosted the productivity of the document processing system. At a law firm, or any organization that archives and retrieves crucial information, this kind of solution is vital to success.

From the Source – Success Story for SharePoint Connector and DMS Link for Healthcare

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THE SITUATION

Healthcare providers process a huge volume of paperwork every day. For these facilities, a streamlined workflow is as critical for internal efficiency as it is for patient care. Consider one of the largest urology groups in the nation. The medical practice took pride in its innovative and cutting-edge patient care, yet its administrative operations were far from state-of-the-art. It had been relying on an older competitive document imaging devices to support an antiquated, manual paperwork system that was housed in file cabinets and banker boxes. The office lacked any formal organization, and although it had a Great Plains database (a Microsoft Corporation product), it went largely unused. This outdated system was compromising the practice’s efficiency. Something had to be done before it began undermining the care of patients.

THE CHALLENGE & THE SOLUTION

When the lease ran out on the competitive devices, the group’s administrators asked a Kyocera dealer to assess their current workflow. The dealer immediately saw the need for an upgrade—specifically noting the inefficiency in manually processing invoices. The dealer proposed a solution that featured digital invoice processing and easily integrated with the existing Great Plains database. Plus, it would work seamlessly with Microsoft SharePoint should the office choose to migrate its archive. The dealer suggested installing two new devices—a Kyocera Multifunctional Printer and a Multifunctional Product —and equipping them with DMS Link, a Kyocera developed business application to help transition existing operations into a digital workflow. The Kyocera dealer also recommended OmniPage OCR to easily search documents, and SharePoint Connector to ensure seamless integration with Microsoft SharePoint. The Kyocera dealer worked so closely with the group’s directors and IT staff that the administrators chose not to look elsewhere. They were fully confident in Kyocera’s ability to provide them with the ideal total solution.

THE RESULTS

Kyocera’s MFPs and business applications met all of the group’s needs, and the accounting department began using DMS Link to reconcile inbound invoices with paid checks immediately. The administrators were so pleased with the solution that they had the dealer install Kyocera devices into all eight of their locations.

THE BENEFITS

The practice has also begun the transition from paper-based filing to an all-digital system. Its accounting staff processes invoices from multiple internal sites, and its staff shares secure, critical data through the network. As a result, the urology group is running efficiently— which means its doctors and nurses are tending to patients and not paperwork.

From the Source – Success Story for HomePOINT Advanced and Language Exchange for Insurance

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Kyocera Total Document Solutions addresses Insurance Companies’ Needs

THE SITUATION

The most effective document management systems streamline an organization’s way of doing business. Take the insurance company with eight locations and more than sixty employees, some of which are bilingual. Each office had its own document processes and fleet of mismatched devices. This made for a difficult situation. Employees that traveled to a remote office could not retrieve documents from headquarters. Plus, to store a document on the firm’s IBM Blade server, employees had to scan a document to their email, and then file it on the server from their desktop PCs. It took, on average, seven days to process a document. Finally, bilingual employees who were more comfortable with a language other than English would occasionally change the system language of their current MFPs. This would result in English-only employees being unable to change the device language back to English, and therefore, unable to use the device.

THE CHALLENGE & THE SOLUTION

The time had come to integrate the system, so the company’s administrators called their Kyocera dealer.

The dealer suggested installing TASKalfa multifunction products (MFPs) at each of the company’s offices—and arming each device with KYOCERA HomePOINT™ Advanced and Language Exchange. KYOCERA HomePOINT™ Advanced allows users to securely print from or scan to their Active Directory home folders directly—using any MFP in any office. Plus, for added convenience, it can be configured to grant user access with an HIDcard. In addition, Language Exchange allows users one button access to system languages directly from the home screen of the Kyocera MFP.

The administrators were impressed with the proposal. It met their main requirement: enable employees to easily retrieve or file documents on their server regardless of location or preferred language. It also allowed the company to leverage its existing IBM Blade server, saving money, time, and headaches. The dealer was given the green light.

THE RESULTS

The new system boosted productivity immediately. The average document processing time dropped from seven days to just twelve hours.

THE BENEFITS

The Kyocera Total Document Solution is a win-win. It has expedited the staff’s existing workflow. Plus, it has allowed the company to keep its existing server. In the end, the Kyocera Total Document Solution benefited everybody involved: the firm’s administrators, employees, and clients.