PAPERLESS CONTRACTS BOOST EFFICIENCY AND SAVINGS
Consumer Packaged Goods
Create digital archive of
Fully-managed digitisation service
including document uplift, scanning,
hosting of digital files and ongoing
off-site records management
- Improved control and
management of contracts
- Instant access from
- Less paper storage,
making better use of
valuable real estate
KEEPING TRACK OF COMMERCIAL CONTRACTS
The biggest global beverage company, Coca-Cola® is also one of
the most powerful worldwide brands. The iconic red and white logo
is recognised by 94 per cent of the planet’s population. Coca-Cola
has been on sale in France since 1919 and, today, the country is one
of the company’s primary markets in Europe.
Coca-Cola Enterprises offers retailers a wide range of branded
point-of-sale equipment such as refrigerated cabinets, table-top
coolers and post-mix equipment, provided and maintained under
contract. These agreements used to be issued from seven regional
sales offices, with signed documents held locally in paper form.
Those records needed to be consolidated and made more readily
accessible from any location in France.
Bernard Ollivier, Senior Manager of Business Processes, says: “We
could have simply centralised the paper files, but that would have
taken up a lot of space and made finding documents even more
challenging. Instead we chose to create a digital archive, but we
needed a company that could scan and index the contracts for us.”
STANDARDISING DIGITAL FILES
Iron Mountain® has a long history of working with Coca-Cola.
In France, it has provided the company with off-site records
management services since 1998. It currently manages an archive
of 12,000 boxes of documents.
“The scanning project needed careful management and scheduling
to allow continued access to contracts with minimum delay,”
says Bernard Ollivier. “We were confident Iron Mountain had the
resources and credentials for a great job.”
The project involved the collection of contract documents from
the seven regional sales offices for transport to the Iron Mountain
scanning centre. The contracts didn’t follow a common format.
That added complexity. Those variations meant adjustments during
scanning to standardise the appearance of the digital files.
ASSURED QUALITY AND ACCURACY
The scans were loaded on the Iron Mountain document management portal so
that Coca-Cola Enterprises could download them to its own system. The master
contract documents were then shipped for off-site Iron Mountain storage.
Assuring service during the transition was vitally important. Bernard Ollivier
explains: “We never know when we might need to refer to a contract. We had a
service level agreement with Iron Mountain so that everyone knew how long it
would take for a digital file to be available once the physical file had been
collected.” There was even a scan-on-demand service to maintain access to
any designated contract within 24 hours.
The whole project took around six months. In total some 114,000 contract
documents comprising almost half-a-million pages were scanned. “The quality
and accuracy of the scans were excellent,” confirms Bernard Ollivier, “and
Iron Mountain completed the task on time and on budget.”
“ We were confident Iron
Mountain had the resources and
credentials for a great job. ”
Senior Manager Business Processes
LESS PAPER, MORE BUSINESS BENEFITS
By scanning customer contracts, Coca-Cola Enterprises has moved to a far
more efficient paperless environment. Rather than having to search for the
physical contract documents, access is now online and almost immediate.
Records are accessible by customer name, address, contract number or
equipment serial number, so contract enquiries can be dealt with in real time.
And with records accessible from any location the response time to any
enquiry is optimised.
Moreover, with Iron Mountain storing hard copies off-site, Coca-Cola Enterprises
hasn’t had to make provision for document storage space, saving a considerable
sum on accommodation. Bernard Ollivier concludes: “Iron Mountain did a great
job. The project was a tremendous success - very well managed and executed.”