Toyota Pasong Tamo, Global City, and Angeles
Melandrex Holdings, Inc. (MHI) is the parent company of Toyota Pasong Tamo (TPT), Bonifacio Global City (TGC), and Angeles (TAC). MHI also owns and operates M2 Car Accessories and M2 Insurance Agency Inc.
Overview
The Challenge
- File retrieval was time-consuming and difficult.
- Manual filing of hardcopy documents was prone to human error.
- The large collection of documentation took up a lot of space, posed as a fire hazard, and made TPT vulnerable should the documents be destroyed
- Paper-reliant processes were impossible to complete during the pandemic when everyone had to work off-site
The Solution
- Canon Business Services, a digitization service
- Canon imageFORMULA document readers
- Therefore document management solution
The Results
- File retrieval that used to take days was cut down to seconds
- Important data was uploaded in cloud-based storage with security controls
- Upon disposal of the hardcopy files, space was freed up and rental expense was cut
- Staff could be productive while working from home or in a hybrid work setup because files could be retrieved online
Since TPT started in 1995, its processes have not changed and are heavily reliant on paper. Approvals are manually routed. Bills are prepared with attachments manually retrieved from different physical file storage sites. When the pandemic hit, its employees were forced to stay at home. Unfortunately, without the necessary documents, they could not do their work. The business ground to a halt.
To maintain operations despite the pandemic, TPT enlisted Canon’s services. The most often used files like service records and customer accounts from the past five years were scanned and uploaded by a dedicated team.
TPT's customer service has improved since several of its time-consuming processes have sped up. File or data retrieval can now easily be searched for using key words in the centralized Therefore document management system.
Despite the ongoing CoViD-19 restrictions, TPT’s employees continue to be productive from home. Relevant files to process bills or update customer accounts are now available online. They no longer need to go to a warehouse to physically look for documents.
TPT enjoys space and rental savings. Hundreds of thousands of documents have successfully been uploaded and so their hardcopy versions have been disposed.
With files uploaded in a secure, central repository, there is no danger of losing important data such as in a fire which, coincidentally, happened to one of TPT's dealerships. While many of the files were collected, air-dried, and saved, some were too wet to be picked apart or be readable.
As of August 2022, TPT has begun to scan files on their own using Canon imageFORMULA document readers.
