Document Workflow Solutions

Access Garage Doors - Our Customers & Case Studies

“By working with DWS we have developed a solution which has delivered significant improvements in communication, productivity and reduction of cost. Working with DWS was a pleasure; the team was professional and very helpful throughout the process and delivered a high level of advice, support and care, and continuing to provide additional support.” Derek Barton Financial Director Access Garage Doors

The Challenge

The Access Garage Doors is one of Britain’s largest garage door installation companies. Established in 1976, the business has grown considerably and now has a network of over 10 showrooms across the UK.

During this time, the business has also experienced an incremental increase in the cost of producing and distributing critical business documents. In order to improve process efficiency and productivity, Access Garage Doors engaged Document Workflow Solutions (DWS), to help them to understand the document workflow process within the business and provide an effective solution to help to reduce costs.

The Analysis

DWS offers a free, extensive document workflow analysis for its customers.

For Access Garage Doors this included:

  1. Reviewing the use of the printers, scanners and faxes throughout the company.
  2. Looking at the way documents were distributed between showrooms, head office, suppliers and customers.
  3. Identifying the cost of Royal Mail postage, couriers, fax transmissions and all outsourced printing.

The Findings

The analysis showed:

  1. Employees were having to post or fax documents through to Head Office, therefore wasting paper and incurring postage costs.
  2. There were excessively high costs for colour printing due to unlimited staff access.
  3. The quality of the print was poor and did not reflect the professional image of the company, which meant Access Garage Doors had to pay expensive print costs to an external supplier.
  4. Numerous printers were assigned to individuals for printing sensitive documents, which meant that each had to be maintained separately.
  5. Access Garage Doors was paying costly call out charges for maintaining its equipment.

The Solution

Having developed an excellent knowledge of the company, its needs and current issues, DWS was able to provide Access Garage Doors with a range of effective solutions to address all of the areas of inefficiency.

  1. Each office was awarded print, copy, fax and scan technology, enabling documents to be transmitted by email at zero cost, while also reducing the cost of producing documents by 50%.
  2. A high quality graphics print engine was introduced to head office enabling the marketing team to produce good quality colour materials, removing the need to outsource.
  3. A print management solution was put in place to control and monitor colour printing costs, restricting colour access to authorised users and enforcing account limits.
  4. Security concerns were addressed by enabling users to press print then approach the office printer and release sensitive documents by entering a personal code.

In order to ensure the solution continues to deliver the benefits highlighted with minimal administration, meter readings are automatically collected and monitored. Access Garage Doors can also now enjoy the award winning support and maintenance services of Xerox, which has over 1,100 Engineers across the UK.