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Hansen Records Management

In this age of "instant information," there's an increasing demand in the marketplace for the accurate and quick retrieval of records, files and archives. Hansen recognized the value in automating and reaped the reliable benefits that implementing this technology brings.

Here's a case study on Hansen Records Management, which was looking to automate for greater inventory accuracy, efficiency and to improve their ability to retrieve customers' files quickly. They got that using O'Neil Software.

In this age of "instant information," there's an increasing demand in the marketplace for the accurate and quick retrieval of records, files and archives. Hansen recognized the value in automating and reaped the reliable benefits that implementing this technology brings.

Here's a case study on Hansen Records Management, which was looking to automate for greater inventory accuracy, efficiency and to improve their ability to retrieve customers' files quickly. They got that using O'Neil Software.

The Technology User: Hansen Records Management Division

Hansen Storage Company, a commercial and industrial warehousing organization, was founded in 1904 and is located in Milwaukee, Wisconsin. In business for 106 years, the company decided to diversify into records management for two reasons: they already were storing records for a couple of their commercial accounts as a courtesy; and Steve Schwid, Vice President of Sales & Marketing, knew of a record storage company in Minnesota that was thriving and extremely profitable.

Steve, a forward-thinker, saw the potential and suggested the idea to the Hansen family. As a storage company, Hansen already had several essential assets/resources for successful records management: the customers, trucks/vans, warehouse and manpower. All they would need is the software and the desire to enter the business, providing a critical service that's here to stay and do nothing but grow.

Today, Hansen Records Management Division has 5 employees, 53 customers and continues to offer records storage, delivery, pick-up, filing and destruction, as well as fax services.

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Challenge 1: Improving the Speed & Accuracy of Their Records Management.

Today automation can help organizations implement accurate and reliable record-keeping practices, through the improved tracking of information throughout its life cycle. If implemented well, it can increase staff efficiency; perform routine tasks automatically; and analyze data more quickly than could be done manually, or using out-dated systems. These are just a few of the reasons why Steve decide to investigate the use of technology. Up until that point in time, Hansen was using a more traditional warehouse management system to help run Hansen Records Management.

"Our primary goal was to keep an accurate inventory of our customers' files and be able to find them quickly when needed. Additionally, we wanted to: guarantee 100% service accuracy and efficiency; ensure correct billing and charging for every service we performed; and have meaningful data at our fingertips. All this and the technology had to be easy to use. We got that with O'Neil Software," he points out.

Steve continues: "Barcoding and scanning were ideal solutions, introducing speed and accuracy into our processes. We now offer detailed invoices and inventory reports. Containers and files are easier to find, with less labor involved and minimal time spent searching for lost boxes. Barcoding and scanning also enables our users to work faster, without sacrificing accuracy, providing a dramatic increase in efficiency as well as productivity. And the software gives us another avenue of sales."

To explain in further detail, as you fulfill services requested by your customer, O'Neil's RS-SQL® automatically captures each service that is performed and it appears on your invoice. Pricing can be standardized or customized for customers, departments or even cost centers within the same account. Flat rates or quantity price breaks can be established and you can bill storage by the item or cubic foot. And multiple formats (from basic one-page invoices to detailed multi-page listings) are available from a service or work order level, showing complete detail. At the end of the month, simply run your invoices and RS-SQL does the rest.

Once invoices are complete, you can export your invoice data into simple accounting software packages such as Peachtree®. or Quickbooks®, or use O'Neil's Extended Financial Export feature, to export your invoice detail into high-end accounting systems.

Combine the RS-SQL work order with O'Neil's portable computing and barcoding and you have complete point-to-point tracking of any item in your record center, through all stages of the delivery and pickup process. The scanner's software (O'Neil's RSMobile®) captures the date, time and user, giving you and your customer complete control of this information. It also is extremely valuable for performance reporting, allowing operations and customers alike to see if a box, file folder or tape was pulled from the shelf, delivered to the requestor, picked up, placed in a holding area or re-filed back to a shelf.

Add O'Neil's microFlash® 2t Cabled or Wireless Printer, coupled with Zebra®'s range of scanners and you can print detailed, time-stamped receipts for customers right on the spot, at the point of activity.

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Challenge 2 : Find a Business Partner for Life, Who Will Keep Their Commitment.

Partnership - it's another way to say commitment.

Hansen Records Management Division was looking to find an industry and technology expert, who would walk with them through all stages of the relationship; from consulting and integration of the software to implementation, from conversion to ongoing customer service and technical support. A company that would never leave their customers to fend for themselves; like the most faithful partner, they would always be there.

Steve notes: " We didn't just want a software supplier, we wanted a one-on-one ongoing relationship. A good partnership is a process —not just a one time deal."

He continues: "So we did our homework, shopped around, checked references and gave serious consideration to several companies. But in the end, O'Neil was a cut above the rest in their knowledge, dedication, friendliness and customer/technical support. As a business partner they felt that it was their responsibility to update their products continuously, so we could use them indefinitely. They were also in it for the long haul and to us that translated into the best value around. The company had a long history of success, stability and longevity (now celebrating 30 years in business) and because of their continuous research and development efforts, it also had a great future ahead."

The Solution: Choose the Best Partner for Marrying Technology & Records Management.

A technology purchase is more than just a business decision. It's about entering into and building a relationship with a supplier who is completely dedicated to the success of your business - just like a trusted partner.

And just like a marriage depends on two individuals working together as one, a successful software solution requires the same philosophy.

You can choose a company like O'Neil who understands the world of records management; recognizes how important a good partnership is to their customers and is committed to their satisfaction.

Or, you can choose someone else and see how long it lasts.