Document Management Solutions

Automated electronic document management the way you want it

Jones Stephens Corporation, Birmingham, AL

Industry/Solution
Plumbing Supplies, Building Products, and Distribution

Challenge

The chief challenge at Jones Stephens Corporation was to eliminate paperwork overload and automate filing of customer invoices, thereby improving the company's ability to deliver immediate and responsive customer service.  Trudging all the way to the physical cabinets to access customer files and making repeated phone calls about certain files and paperwork was costing Jones Stephens time and money… and frustrating their customers. 

Jones Stephens wanted to end wasting time printing or searching through numerous file cabinets for documents, while serving customers. They wanted a solution where they could immediately streamline billing and shipping, as well as answer calls and questions about products and invoices. 

In addition, the Human Resources Department needed a better way to organize employee records.  A better organizational system would help the company save critical time and ensure thorough record-keeping, by making certain all the necessary documents and forms for new hires were automatically added to the right file.

With Cabinet NG, Jones Stephens is now able to respond immediately to customers during the initial call.  They can also streamline the billing cycle and better manage HR employee documentation—all while saving time and money.

Background

Jones Stephens Corp. is committed to providing its customers with the highest quality products at the best possible price, and they want to accomplish that objective faster than anyone else in the industry. That's the bottom line at Jones Stephens. That kind of topnotch service doesn't come easily with mountains of paperwork for each customer, housed in rows of filing cabinets. Jones Stephens knew they wanted to streamline their processes with a document management system, but they just didn't know where to begin.

After researching and comparing Cabinet NG with several other products, Jones Stephens decided Cabinet NG was far more competitive, and the only company who could provide a complete solution, rather than just a software product. 

Recommendations and testimonials from several other Cabinet NG customers with similar needs helped Jones Stephens make their final decision. In addition, Cabinet NG committed to provide Jones Stephens a solution for their HR department. The HR solution would capture employee data, automatically create folders and then add any required documents to the folders. This process minimized human error and streamlined the HR tasks required during the new hire process, saving valuable time and effort. With this information in mind, Jones Stephens was ready to move forward with Cabinet NG.

But could Cabinet NG truly solve their paperwork overload?  - Could Cabinet NG's Shared Access Filing Environment (CNG-SAFE) really save them time and money and improve cash flow?  

Solution

The responsiveness and commitment of the Cabinet NG staff quickly convinced Jones Stephens that they made the right choice.  During the implementation period, Cabinet NG customized several elements for the Jones Stephens HR department and worked with the Jones Stephens team to implement the Cabinet NG solution and deliver immediate service across the entire company.

Soon Jones Stephens was able to scan and retrieve documents much faster than they thought possible. Jones Stephens' customers appreciate that a return problem, which previously required a call back after the service rep searched multiple filing cabinets, can now be handled in a single call. With Cabinet NG, Jones Stephens' customers have their questions answered within minutes, because information is available at the touch of a fingertip.  Now Jones Stephens benefits from happy customers, streamlined processes and much less paperwork.  By using Cabinet NG, Jones Stephens can focus on putting customer satisfaction before anything else.  Plus, the company saves time and money!

"Previously, we paid people to stand in line and access documents from rows of filing cabinets. It wasn't very efficient. With Cabinet NG, we provide instant service to customers in over 5000 locations without wasting valuable company resources and time on inefficient processes."
  Steve Norris - Director of Technology-
       Jones Stephens Corporation

Benefits