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Saracen Datastore, Ltd.

Sometimes in life, a "Know-It-All" can be annoying. But if you're trying to grow your records management business and need that kind of knowledge, that's exactly who you want partnering with you.

Here's a case study on a company who took the plunge with O'Neil early on as a business, when their box volumes were almost non-existent. However, they were looking for scalability in their software, robustness and a partner for support and development of the product. O'Neil met their criteria.

Sometimes in life, a "Know-It-All" can be annoying. But if you're trying to grow your records management business and need that kind of knowledge, that's exactly who you want partnering with you. 

Here's a case study on a company who took the plunge with O'Neil early on as a business, when their box volumes were almost non-existent. However, they were looking for scalability in their software, robustness and a partner for support and development of the product. O'Neil met their criteria.

Saracen Datastore, Ltd.

Plain and simple, Saracen Datastore, Ltd. was looking for a "Know-It-All." Not just a technology vendor, but a partner who knew the business, not just software. They realized that it was the people behind the software that make the difference. Smart call on their part.

Saracen Datastore is a full service records management company offering: hard copy and media storage and retrieval; fire protected vault storage; secure, confidential destruction of paper and media; next day, same day and express service options; scan on demand; records indexing/cataloging; and records management consultancy. The company is based in Surrey, UK, serving London and the South East of England. It was founded in 1991 and stores 200,000+ boxes.

Challenge 1: Find the Right Strategic Partner.

Just like a marriage depends on two working together as one, a successful technology solution requires the same philosophy. So it was only natural that Saracen Datastore and O'Neil Software would find each other and team up, culminating in a committed business relationship. And when innovation and partnership meet, anything is possible.

"After exploring our options, it was clear that O'Neil Software was the market leading package, " notes Jez Tibbetts, Business and Operations Manager at Saracen Datastore. He continues: "So it became simply a case of whether we could afford it or not. But thanks to the scalable package offerings they had available, it was something the Board of Directors felt a small business like Saracen could invest in. And it ended up being a wise decision - one that to this day, no one has ever regretted."

Jez Tibbetts of Saracen Datastore

Challenge 2: Get the Magnifying Glass & the Bird's Eye View of the Business.

Making sure your organization is running at peak efficiency requires mastering the big picture, while maintaining the ability to examine details when necessary. In other words, you don't want to miss the forest for the trees, but you can't afford to lose important trees in the vastness of the forest.

So it's no surprise that Saracen Datastore was particularly interested in O'Neil's barcode tracking and the software's ability (RS-SQL®) to provide an extensive audit trail.

Jez notes: "You can offer all the services under the sun to a customer, but without a quality product like O'Neil's software, you can't manage those services. You can't track those services. And you may not bill correctly for those services, having a huge impact on your success and profitability."

O'Neil's RS-SQL software product is a flexible and feature-rich information management and record tracking solution that allows you to easily and accurately manage, track and monitor the activity of any storable item (boxes, file folders, documents, tapes) throughout your record center, from deposit to destruction, work order to invoice. As you fulfill services requested by your customer, RS-SQL automatically captures each service performed and it appears on your invoice.

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 delivery and pick-up. The scanner's software (O'Neil's RSMobile®) captures the date, time and user, giving you and your customer complete control of their information; speeds up business processing; and enhances customer service. It is also 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 customer, picked up, placed in a holding area or re-filed back to a shelf.

Add O'Neil's microFlash® 2te Printer, or a microFlash 2te Wireless Printer and you can print detailed, time-stamped receipts for customers right on the spot, at the point of activity.

When asked about how the use of O'Neil's software has proven beneficial to Saracen in streamlining their business operations, Jez remarks: "A better understanding of the system and an overwhelming desire to embrace as many features as we can in RS-SQL has resulted in our being able to boost productivity year after year." He adds: "Being able to customize and breakdown every component of the day-to-day operational workflow into automated, individual billable actions/activities has been a massive plus. No longer do we have to rely on people counting boxes and files collected and/or delivered. The time savings coupled with greatly increased accuracy were tremendously appealing right from the start."

Saracen Datastore Walkway

Challenge 3: Reap the Benefits of Collaboration - a Key Differentiator.

O'Neil believes that the next great technology idea, the next breakthrough, the next innovation resides within the collective knowledge and experience of connected people. This is why every 18 months, the company hosts their Strategic Partner (SP) Conference. This venue brings together customers from around the world, industry speakers/experts and vendors for networking and a focused exchange of plans, tactics, strategies, solutions and ideas.

"What has been surprising is the development of the Strategic Partner network. Born out of the SP Conferences and O'Neil's On-Line User Forum, etc., this network has added so much more value to O'Neil products and not something we envisioned when buying the software. It's easy to feel isolated in your own tiny bubble, your own little world, bumbling along at your own pace and doing tomorrow what you did yesterday. The SP network has opened up a much bigger world for us all...a world where we can share and learn from one another and all grow and benefit," Jez notes.

He continues: "It has also bred some healthy competition as a record center, seeing how other businesses around the globe engage with the features makes us not want to be left behind. We try to take all the positives we see, as well as hear and embrace them daily into our operation. I think it says a lot about the attitudes and values of O'Neil Software, as well as the Strategic Partners."

The Solution: It's About More than the Software...

Jez summarizes it best: "With O'Neil, you don't feel like you're just buying the software. It's far more than that. You're buying the years and knowledge within the business, as well as the continual product development and enhancements that keep pace with both the demands of record centers and our customers. At times, perhaps, you can argue that O'Neil actually sets the trend, as opposed to keeping up with it. They clearly offer the best software solution and a quality that's hard to deliver...peace of mind.

Visit Saracen Datastore, Ltd. online at: www.saracendatastore.co.uk