An International Restaurant Chain

The Overview
Advanced Data Systems was called upon to consult with records managers from an international restaurant chain’s corporate office. The problem identified by corporate managers was the inefficiency of dealing with paper work that was growing out of control. The Corporation was choking on paper documents, clogging the business process in virtually every department.

It was determined that Advanced Data System would design, implement and support a "proof of concept" workflow based imaging solution to improve efficiency. The imaging solution was first implemented in the Property Accounting department to identify, track and manage documents associated with 200,000 assets located in hundreds of restaurants worldwide.

The impact on efficiently managing all this information with technology rather than additional people enabled the Corporation to show an immediate return on their investment. This success has allowed the imaging solution to grow from the original "proof of concept" in the Property Accounting department to five departments with nearly 400 corporate user logins utilizing the imaging solution to capture, import, store, manage and retrieve over 5,000,000 imaged documents.

Departmental Benefits
The ADS implemented imaging solution has enabled the Corporate Law Development department to capture, store, manage and immediately retrieve information on lease and related property documents for hundreds of restaurants located in almost every state and many foreign countries. Additionally the Law Development department is in the process of importing images of 1,200,000 historical documents from paper files currently stored in banker boxes to make the information immediately accessible to all users through secure logins.

The solution has also enabled the Accounts Payable department to capture, store, manage and retrieve millions of images of invoices, purchase orders, delivery tickets and related documents. Inquiries from vendors that previously took days, even weeks can now be handled in the initial phone call.

Additionally, the solution has enabled the Tax department to capture, store, manage and retrieve hundreds of thousands of imaged documents pertaining to property taxes for all of their restaurants and income taxes for thousands of restaurant employees.

Since the ADS design was done with scalability as a primary goal, the Corporation is able to extend valuable business process efficiency into additional departments, thus allowing the Corporation to further leverage their initial investment into a successful corporate enterprise-wide solution.

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