A Document Management System from Syscom Services

Solves Search and Retrieval Problems for a National Association

CASE STUDY

CASE STUDY SUMMARY

Due to the large capacity of papers and unfitting storage

conditions, it became difficult for a national trade association

to store, search and find certification documents and specific

content within these documents.

Fortunately, the association implemented a robust, cost efficient

document management system that would enable staff members

to increase their productivity and quickly retrieve documents.

CLIENT SITUATIONThis association provides certification programs that help

organizations prove they can uphold customer requirements and

international standards of products and services. This process

requires each organization to submit numerous multi-page

documents that are reviewed and confirmed by the association.

Despite the large intake of certification documents, a single

business system manager is responsible for managing and

storing them in a filing room that is available to a large staff.

CHALLENGES

• Difficult to store and quickly retrieve documents

• Staffers print documents that have a per-page fee

• Challenging to provide information to three user types

APPROACH TAKEN

The business system manager researched document

management systems until he found Alchemy, a solution that

appeared to meet his association’s needs. Subsequently,

Syscom Services was contracted to provide support and

maintenance of this solution.

“The sales team is not pushy

and difficult to work with.

They know just how much to

interact but not interrupt us.”

Business System Manager,

National Trade Association

OUTCOME• Manages nearly 1 million documents in Alchemy.

• Nearly 75 staffers and 20,000 certification personnel use the

system on a daily basis.

• Ability to search 517 gigabytes of data via three .NET

websites.

“Alchemy

was a sweet

spot for us.” Business System Manager,

National Trade Association

Since implementing this solution, nearly 10 years ago,

Syscom Services has helped this association:

• Turn on Alchemy’s library services for audit trails

• Update to each version

• Activate the appropriate number of licenses for servers

This association’s business manager said that the staff at

Syscom Services continues to uphold high customer

satisfaction and help with daily challenges. He applauds

Syscom Services’ in-house training as a helpful resource for

companies adopting new document management systems. He

also referred to the staff as a group of smart people who are

full of integrity and work to quickly resolve issues.

“Syscom Services is very

responsive to immediate

needs and maintenance,

especially when service

releases are provided.”

Business System Manager,

National Trade Association

ABOUT ALCHEMYOpenText Alchemy is a flexible and scalable electronic filing

cabinet that quickly indexes and safely stores documents. It

can be used for archiving scanned files, emails, and many

other document types.

ABOUT SYSCOM SERVICESSyscom Services helps clients select, implement and

support best-of-breed document management, electronic

fax, automated forms processing, data capture and

imaging solutions. Our clients span many industries

including healthcare, government, legal and more.

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