Streamlined Processes
PaperWise is especially helpful to RTI when
they attend hiring events. Before PaperWise,
each job jacket (a folder holding the
appropriate paperwork for one candidate) had to
be searched through by hand to perform an audit.
They can now run audit reports to ensure each
candidate has turned in all of the required
documents. When RTI was finished with hiring for
a client, they had to send boxes and boxes full
of job jackets to them. Now, thanks to
PaperWise, they can deliver all the documents on
one DVD.
PaperWise allows them to access documents
immediately, rather than having to search
through old boxes, pull, fax, and re-file each
time they are requested. Even if a customer
calls in for a specific document, PaperWise
helps them to find it immediately, and e-mail it
to them with a single click.
Because The Right Thing handles so many
documents that pertain to thousands of different
job candidates, they chose to use bar coding as
a major part of their solution. Each time they
go to a hiring event, the candidates bring an
application printed off their Web site that
includes the bar code created for that
individual. Each of the documents are then
collected from the candidates and scanned into
PaperWise.
The Right Thing scanned more than 32,000
documents for Merck in the first three months of
using the system. Previously, they would have
had to copy each of those documents an average
of three times. "The wear and tear on our
copiers was huge," Janet says. But now, they
rarely have to duplicate documents because their
electronic versions are readily available.
The Right Thing now extracts files from their
tracking system, My Staffing Pro, and routes
them to the PaperWise system with the touch of a
hotkey.
When paperwork is received from a candidate,
it is scanned in with a bar coded cover sheet.
The bar code automatically enters the correct
index information and the job they are applying
for, eliminating dual entry as well as user
error. They also bar code each of their internal
forms so they are automatically organized within
the PaperWise system.
"We put documents on the scanner, scan
them and we're done," Janet says. "We've been
very happy with it. The bar code is really the
key for us because it just creates so many
efficiencies," she says.
Supreme Integration
Using their third party system, My Staffing
Pro, The Right Thing is able to track all of
their clients. By creating a link in their
application, they can immediately access
PaperWise with the information pertaining to the
client automatically in the window.
At the end of each day, the two separately
hosted systems that hold information need to be
synchronized, so a My Staffing Pro file is sent
over to PaperWise. "That has worked great,"
Janet says.
"Making the two systems speak to each other
to update has really saved us time," she says.
According to Public Relations guru, Sara
Thigpen, one of the greatest advantages
PaperWise offers to RTI clients is compliance
with government standards and organization for
all of their customers.
A Competitive Edge
The Right Thing sought out PaperWise as a way
to set themselves apart from the competition.
"We wanted to get our feet wet and get some data
that we can sell and promote to all of our
clients. It's definitely a differentiator," Sara
says.
The Right Thing also chose to go on board
with PaperWise because they like being on the
cutting edge of technology. "For us, it's not
only efficiency gains but it's giving our
clients a great impression of us," Janet says.
Seeing the success they have achieved with
the Merck Pharmaceuticals account, The Right
Thing is planning to implement PaperWise with
more clients, at least 15 of which qualify for
the transfer.
In the future, The Right Thing plans on
tackling the huge file room and warehouse full
of documents that sits on an adjacent property.
The documents being kept in accordance with
required retention policies can be scanned and
storage costs eliminated.
"We're looking to reallocate those resources
to more valuable functions," Sara says. They
also plan to implement PaperWise into their
internal Human Resources department as well as
Accounting. "We have a whole list of things we'd
like to use it for and we're just not there
yet," Janet says.
"But so far, we've been really thrilled with
it," Janet says. "There are so many things that
we haven't even tapped into that we can't wait
to do."
Call 800-716-4268 for more information
