A large public utility company located in the southeastern United States was becoming overwhelmed with document management. Departments like human resources (employee files), finance (invoices, purchase orders) and operations (work orders, data sheets) created, stored and accessed more than a million paper files a year.

Because it required so many employees just to manage the mountain of documents and files only peripherally related to their core business, the utility company looked for a better solution and selected Diversified to implement a new solution.

Diversified recommended that the company’s documents be transferred to one of Diversified’s processing facilities for imaging. Once the documents arrived, they were sorted into workflow queues, including:

         Work orders

         Invoices

         Employee records

         Contracts & franchise agreements

         Insurance policies

         Material safety data sheets

         W-9s

         Purchase orders

         Benefits records

         Real estate documents

         Confidentiality agreements

         Distribution permits

After sorting, the documents were converted to digital images. Data in key fields is captured via Optical Character Recognition (OCR) software, and verified for accuracy. Diversified staff also ensures that the document images are well-scanned and legible. If not, they are re-scanned. Finally, The image and data files are transmitted electronically to the client, where they are loaded into an internal workflow system for processing.

Since the project began, Diversified has been converting more than 1.6 million documents per year for this customer. Relieved of the need to devote valuable personnel to the task of managing these paper documents, the utility company can continue to focus on its key business—lighting up the darkness.