Foley Equipment uses LaserVault DMS barcoding system to automatically index document images.
Foley Equipment is the Caterpillar dealership for central and southwestern Kansas. Since 1942, Foley Equipment has been committed to providing the highest quality products and services available. We talked with Karen Pollock, MIS Director for Foley, about how Image EveryWhere and LaserVault contribute to their total document strategy.
Reduce printing costs
“We decided that we wanted to save money on our printing costs,” Karen told us. “We also wanted to have an electronic database so that everyone in the company could easily access information, instead of having to run to the file cabinets all the time.
“We had been using your LaserVault COLD storage product, so we decided to go with your imaging solution as well. We chose LaserVault Image EveryWhere because of its ease of use, because we knew you had great technical support, and because the cost of your product versus its benefits was much better than what we were going to get with the other solutions we were looking at.”
"The cost of your product versus its benefits was much better than what we were going to get with the other solutions."
-Karen Pollock
MIS Director
Image EveryWhere
“Pretty much anything we get that is paper we try and scan into Image Everywhere. We scan in all of our machine file folders, invoices, and capital requests in the company. We scan in warranty claims, and any kind of financial billing that comes in. All of our HR records are scanned into Image EveryWhere, so that our managers have access to the information when they get ready to do their reviews.
“We’re using Image EveryWhere’s barcoding system along with scanning in vendor invoices, so when accounts payable pays an invoice, they print a barcode, put it on each invoice, and then our receptionist can just load them in the scanners and have them automatically indexed.”
COLD solution
“We use LaserVault for all of our COLD reporting. We have almost all of our greenbar reports that we used to print out stored in LaserVault. This includes our job closing summaries, exception reports, all of our IT transmission reports, all of that is sent to LaserVault, along with our invoices, our statements, our warranty payments, any kind of custom reports, and our end of the year reports.”
Signature capture with LaserVault
“We also have our ship list sent to LaserVault. We used to have to print two copies of our ship list, one copy that the customer would sign that we would keep, and then one copy that we gave to the customer. We would then have to manually file our copy of the signature in a file cabinet, and then we’d have to go search for it if the customer requested it.
“Now we actually capture the signature into LaserVault, using signature capture tablets. We only have to print one copy now, and the other copy we save and store digitally. When a customer comes in to buy their parts, they slide their printed copy onto the signature capture tablet, the customer signs, and with your product we hit one key and it does a screenscrape of our DBS screen and captures their signature, and sends that signature along with the ship list into LaserVault. So, back at our parts counters, they can easily pull up a customer’s ship list and tell them who signed, and we can also email the signature to the customers when they ask.”
Click Here to Download this Case Study as a PDF