IzDocs

IzDocs
Document Management
Case Study
HOFFMAN~h
Car\Nas
~
jiffy lube'7£GOING GREEN WITH
I eNG
AT A GLANCE
»
Company:
Hoffman Car Wash / Jiffy Lube
> > Locations:
28 locations across New York
> > Industry:
ECO friendly
automotive
services
»
car wash and
lubrication
Business Challenge:
Improve efficiency of handling
stacks of business paperwork
> > Solution:
Implement
CNG-SAFE, CNGBatch, Synchronizer, Retriever
products
with
workflow
automation
to
accelerate
business processes
»
Results:
Reducing paper waste is just
one small part of their overall
effort to decrease their carbon
footprint,
save money
and
become more environmentally
friendly. The use of CNG-SAFE
and other CNG products has
enabled
Hoffman
to create
better
office
workflows
and
improved customer service and
support. The CNG platform also
ties in nicely with MAS200,
Hoffman's accounting system.
The Green in Business: Hoffman Car Wash Furthers
Green Initiatives
with Document Management
The "green movement" isn't just about recycling and water conservation
anymore-businesses are striving to improve their green initiatives through
office efficiency. In a global study conducted by IPSOS, 79% of consumers
would rather buy from companies doing their best to reduce their impact
on the environment.
Using tons of water each day, integrating green initiatives may come as
no surprise when it comes to car washes.
Hoffman Car Wash is a 40+ year family owned and operated business
with 28 car wash
and JitlY Lube
1 0 cat ion s "Everyone
in
the throughout New
York.
Already office
had
papers having several
green initiativesin scattered
all
over place, including
a water reclaim their desks. We were system through
which some of looking for access and the water IS
r e cap t u red,
efficiency, a way to cleaned
and
reused and waste control
our
paper oil burners to
help heat their usage and reliance on b u i 1 din g ,
Hoffman
was storage."
looking
for
add i t ion a 1 Tracy Braun
alternatives to
aid in their eco- Hoffman Car Wash
friendly business
practices, such as
office efficiency.
They hoped to find a way to reduce their carbon footprint as paper
piles were growing and their work space was becoming more limited
each week.
Tracy Braun, controller at Hoffman Car Wash,
heard about a document management software
product at an annual conference. Another
controller, from Bubbles Hand Car Wash in Texas,
was using Cabinet NG's CNG-SAFE document
management and workflow software and had
invited the company to present and demo their
services at the event.
Hoffman was hesitant to
take
on
a
new
technology and enlisted
the help of Howard
Gross, pre sid en t 0 f
E-BizDocs, an awardwinning
electronic
document management
service provider
and
eNG
reseller.
E-BizDocs is committed
to helping companies,
state agencies,
local
governments and other
organizations
find
electronic solutions to
otherwise
inefficient
record
management
systems.
E-BizDocs has been a CNG partner!
reseller for over four years. Gross says they
initially researched other providers in the
marketplace to find out who was the best of
breed. Factors considered included who
could provide
their customers
with
solutions that would help them excel in
their level of service and offered a cost
effective solution. Gross said eNG came
out on top.
With E-BizDocs' help, Hoffman decided on CNGSAFE. The software streamlines user tasks by
moving manual paper-based procedures into
efficient
automated
workflow
processes,
eliminating the need for paper. It consolidates all
information into one organized and easy-to-use
system, allowing instant document filing and
extensive management tools.
"Our job IS to help our
customers
understand
and
decide what they need from a
technical standpoint, based on
what their business is and what
they want to accomplish," said
Gross. "Hoffman was very
sensitive during this process
and wanted to make sure the
product they choose would fit
their needs with a price point
that would fit with their
budget. CNG did both."
According to Braun, there were
other similar products in the
market, but E-BizDocs and
CNG staffers provided more of
a comfort level
and did a better
job at presenting
the product with a
~. better price point
than
its
competitors. Also,
a major benefit of
obtaining
a
product through a
reseller is their
fami liari ty
wi th
what solutions will
integrate and are best suited for a client's specific
needs. As a result, they are able to help assemble a
total
solution
for each
unique
business
environment.
,
I
\
,
:,
Document Management Case Study
,
Transitioning to a Paperless Office
Braun said a document management system like
CNG-SAFE can reduce paper usage by 50 percent,
and that CNG's Workflow gave them the access
and efficiency they were looking for. "I myself
would create a four inch stack of paper each
week," Braun explained. "Everyone in the office
had papers scattered all over their desks. We were
looking for access and efficiency, a way to control
our paper usage and reliance on storage."
CNG-SAFE
leads to improved efficiencies,
making it easier to locate documents. There's no
need for manual filing now that everything is filed
electronically directly into the system. It also
keeps staff more organized and increases the
speed of how work is routed from person to
person. "We used to print all of our invoices,
emails, etc., and someone would transport the
paperwork from one location to another location,
and then a third location. Now, we don't need
anyone to transport these documents. Instead,
information gets to the person faster and the work
gets done faster," said Braun.
"Everything is filed electronically and documents
can be entered into their own preconfigured
cabinet."
Hoffman IS reaping the benefits of a more
efficient office, but also expanding their green
initiatives. "Not only are we helping the
environment with our water reclaim system and
IzDocs
waste oil burners, but now we are saving trees
and reducing our carbon footprint," said Braun.
Braun added that Hoffman is saving on material
costs (paper, ink, etc.), but most importantly, time.
"The benefit ties into the retrieval end of things.
We can find the information we need in seconds
because it's literally at our fingertips. It takes away
the dreaded question: Will 1find that file?"
Guide and Assist
The integration at Hoffman Car Wash took less
than two weeks, from implementing the system to
having users build their own cabinets. As far as
employee adoption, Jason Abare, Director of
Technology at E-Bizdocs spearheaded a guide and
assist method for Hoffman.
"Basically, we set up one cabinet for the carwash
to start with. During the actual training we built a
second cabinet and then we had Tracy build a
third cabinet by herself," said Abare. "Our job is
to make sure our customers feel comfortable
enough to use and configure the system
themselves. We like them to be self-sufficient
because they will be able to make system changes
as required to meet their business needs.
Customers enjoy standing on their own, but we're
there to help if needed," he added.
For Hoffman, reducing paper waste is just one
small part of their overall effort to decrease their
carbon footprint, save money and become more
environmentally friendly. The use of CNG-SAFE
and other CNG products has enabled Hoffman to
create better office workflows and improved
customer service and support. The CNG platform
also ties in nicely with Sage MAS200, Hoffman's
accounting
system. With their headquarters
already enabled with eNG-SAFE, Hoffman plans
to integrate document management into their other
stores in 2010.
E-BizDocs Partners
Kodak
GCNG"
File Organization
and Retrieval
Capture hardware
and software
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Kodak offers the best line of document
scanners in the industry. It's the brand
we use in-house and the brand we can
offer to our customers. Combine their
hardware with the powerful Capture Pro
and you have everything you need to get
your documents into electronic format.
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Cabinet NG provides an amazing and
thorough range of solutions to the
problem of file organization. Whether
you need web-based, networked,
or
wireless access to your documents,
they'll be easy to find, view, control, and
share. Flexible
access configurations
keep your documents secure while not
hindering their usefulness.
IzDocs
(518) 456-1011 • www.ebizdocs.com
85 Broadway Menands, NY 12204
We make finding your documents as
easy as turning on your computer. ™