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Solving a space and access problem
Requests from departments for copies of their telephone bills at the University of North Carolina at Wilmington (UNCW) are a breeze for the Telecommunications Department now that they've had their detailed bills going back to 1996 imaged and put on CD. In just a few seconds, they can pull up an electronic image file of any month's bills, click on a bookmark and go right to the page where that department's bill starts. They can then print out just those pages to send a hardcopy, or extract the pages as a separate file and attach them to an e-mail message. All this without ever leaving their desk. That's a big change from a year ago, when such a request meant:
It not only took a lot of time, but was hard on the staff's backs and on their clothing. With the file room nearing capacity, something needed to be done. Just in time, Gia Todd Long, Billing Services Supervisor spotted a local advertisement about putting data onto a CD. A meeting with JHS Document Imaging resulted in preparation of a demo disk to show the quality of the image and print output, as well as the accuracy of JHS's quality assurance process. After determining that there was no local service that could handle the project with the same degree of accuracy and cost-effectiveness, Gia gave the nod to JHS. Getting rid of 35,000+ pages of billing printouts has alleviated the file room space problem, as well as sped up the retrieval process. Ms. Long adds, "After considering the costs associated with our old retrieval system and the cost of JHS's services, we have experienced a measurable savings not only in time but also in dollars. And JHS has given us great service . . . I just send an email when we have a quarterly batch ready for scanning, they call right back to schedule the free pickup, and about a week later I've got everything back on a CD, with the boxes ready for the campus recycling program."
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