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Central Filing Limited

Change is a funny thing. It creates opportunities, yet we often fear it. On the other hand, embrace it and in business it can become your ally in the fight for market share and profits.

Here's a case study on a company who in a rapidly changing world, defined what was needed (automation), to capture the records management industry's growth potential. Change became an asset instead of a liability and with the help of O'Neil, Central Filing Limited proved to be "fearless."

Change is a funny thing. It creates opportunities, yet we often fear it. On the other hand, embrace it and in business it can become your ally in the fight for market share and profits.

Here's a case study on a company who in a rapidly changing world, defined what was needed (automation), to capture the records management industry's growth potential. Change became an asset instead of a liability and with the help of O'Neil, Central Filing Limited proved to be "fearless."

The Technology User: Central Filing Limited

These days, the only constant is change and keeping up with it - the ultimate challenge. And although many of us don't readily seek change out, when we do it often has a positive effect. Such was the case with Central Filing Limited.

Central Filing Limited is a full service records storage and management company offering: hard copy storage and retrieval; secure shredding and destruction; tape vaulting; document box sales; fireproof records storage and document scanning. The company has been in business since 1995. Central Filing has been chosen by the majority of Bermuda's 'Top 25' reinsurers and insurers as their records storage and management provider of choice. Banks, financial and trust companies, as well as law firms are among their many customers.

Challenge 1: Face Change Head-On.

In today's rapidly changing world, one of the most important qualities of leadership is the ability to define and organize around the moments of truth in your business. And Jonathan Smith, CEO of Central Filing Limited, was ready to do that - face change head on. The time was right to approach it as an asset/opportunity, before it became a liability.

This kind of reinvention requires fearlessness, but Jonathan realized that record centers that don't welcome change and technology, risk losing customers to other facilities. Likewise, they're passing up a chance to enhance their value and profits.

First, Jonathan started with a clear vision. He notes: "There was a need to modernize and automate. We had a proprietary database built on an Access platform, which generally served us well, but it had limitations in terms of its adaptability. It was also coming close to "end of life" with regard to capacity and the ability to support our record center operations."

He continues: "We were looking for a system that made the tracking of boxes more reliable; reduced human error and paperwork; sped up transactions; offered barcoding and more powerful query solutions than we had; provided online, secure access by our customers to their accounts; and complete technology solutions which our company and our customers would benefit directly. O'Neil knew what they were doing."

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Challenge 2: Transition in Real-Time with No Down-Time.

Leaders understand what must remain constant, even in the midst of change and Jonathan had a grasp on this from the get-go. O'Neil's technology provided him with exactly what he wanted - peace of mind and loads of confidence.

He explains: "Our company needed to ensure that we could transition in 'real-time.' We did not have the luxury of closing the business for several days and train staff, as our customers' work continued. Central Filing Limited has a well-earned reputation for delivering boxes on demand and on time, so it was important for our company and our customers to maintain that distinction. We knew of O'Neil from industry trade shows and ARMA Conferences, so we researched what their solutions were compared to others in the business. O'Neil had the knowledge and experience we were looking for."

Jonathan adds: "In all of my early consultations with them right through to procurement, database migration and on-site training, O'Neil conveyed a strong sense of being able to successfully transition an old system to new - in real-time while maintaining our full operations. Clearly when a company has successfully installed its software in over 1,000 record centers, in more than 80 countries around the world - this creates a very strong sense of confidence."

Challenge 3: A Good Partnership is a Process - Not a One Time Deal. Find One.

Partnership is another way to say commitment. And as Jonathan mentioned earlier, O'Neil walked them through all stages of the relationship, from consultations through conversion and continues to do so with ongoing customer support. O'Neil never leaves their customers to fend for themselves - ever.

Jonathan knew that selecting the right technology partner would be an important part of their business success. Choosing the wrong one could disrupt their operations, result in unnecessary costs or worse yet, affect their highly regarded records management service/reputation.

Additionally their company was geographically isolated (700 miles out in the Atlantic). This made their choice of O'Neil even more important, as they would have guaranteed access to O'Neil's Help Desk. O'Neil would always be there within reach, with three "around the world" office locations that cover all time zones. This was critical, as Jonathan knew that their company would not have the luxury of having Tech Support close by.

Jonathan elaborates: "O'Neil wasn't just selling a solution - they became our partner in success. We've made a considerable investment in O'Neil and we believe our partnership with them positions us extremely well, with a product none of our competitors can equal. As our company continues to embrace technology, we see ourselves as being better able to match what our customers demand - faster access to their information. O'Neil's software can deliver that."

He summarizes: "Our company tagline is 'Where Documents Live' and O'Neil partners along with us in living up to that slogan."

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The Solution: Face Change Fearlessly. It can Create Opportunities for Growth.

It's a concept so simple that it's a wonder it's rarely acted upon. However Jonathan Smith/CEO of Central Filing Limited is the exception. Rather than letting his business become a victim of change, he enabled it to become a catalyst. Like other successful leaders in business, Jonathan sought out external partnerships that would add value and drive the moments of truth in his business.

The records management industry today has reached its own moment of truth. Owners and operators can no longer be successful doing the same things they've done in the past. The pressure has never been greater for innovation, efficiency, flexibility, less costly operations and performance, enhanced customer service as well as competitiveness. You simply can't expect to meet the challenges of today with yesterday's tools and continue to be in business tomorrow.

The time is right to be more opportunistic than your competitors and take your organization to the next level of greater efficiency, productivity and profits

Just how fearless are you?