Case Study:
Safestore
Safestore, a leading UK self-storage provider, faced challenges managing increasing contract volumes across its 203 sites. ELITE Document Solutions implemented PSIGEN to automate contract capture and archiving, integrating seamlessly with SharePoint to eliminate manual input and improve efficiency. The solution saved hundreds of hours annually, enhanced visibility, and streamlined operations, enabling scalable growth.
Safestore Overview
Background
Safestore, established in 1998, is a leading provider of self-storage solutions in the UK, with over 140 locations nationwide. The company offers flexible storage options for both personal and business use, catering to a growing demand for secure and accessible storage spaces.
As the business expanded, Safestore faced the challenge of managing
increasing volumes of paperwork across numerous sites. The company recognised the need to improve processes and move towards more efficient, digital solutions to support its growth and ensure smooth operations moving forward.
Challenges
Safestore needed to centralise, standardise, and digitalise the daily processing of contracts at each location. The existing system was inefficient and lacked structure, making it challenging to manage the growing volume of contracts.
The risk of lost documents, limited visibility, and human error impeded scalability, impacting operational efficiency and service quality.
Manual processes consumed valuable time and resources. Hundreds of hours were spent archiving contracts into SharePoint, with little time to focus on higher-value activities and strategic tasks.
Key Requirements
ELITE thoroughly assessed Safestore’s challenges and collaboratively established the criteria that would define the project’s success:
- Seamlessly integrate with SharePoint
- Centralise and standardise processing across all EU locations
- Remove reliance on paper and printing
- Eliminate the manual input of contract details
- Improve visibility and reporting across
- Reduce processing delays
- Enhance accuracy and reduce human error
- Strengthen customer relationships through improved digital processes
The Solution
ELITE proposed PSIGEN to automate and streamline Safestore’s contract capture and archive processes.
Contracts received by scan and e-mail would be captured by PSIGEN’s Capture Engine feature. Contract data would be accurately extracted and eliminate the need for any physical input into SharePoint and their bespoke database.
PSIGEN’s Export would deposit transactional data into their database and the physical document into SharePoint, enabling Safestore to securely accesscontracts instantly, regardless of location.
Key Outcomes
The implementation of PSIGEN brought about significant improvements for Safestore, addressing their operational challenges and delivering tangible benefits across their contract administration processes:
Increased efficiency: Automated processing reduced manual input, saving hundreds of hours per annum
Enhanced visibility: Centralised processing and reporting capabilities gave the Safestore team full process transparency
Improved processing times: Automatic workflow and notifications greatly accelerated the contract cycle
Scalability: PSIGEN enabled standardised contract administration as Safestore continued to drive business expansion
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