Streamlining Business and Satisfying Customers via Digitization and Automation

Key Quotes

“Our customers and owners really appreciate ImageSilo. The most common compliments we get are that it’s electronic, easy-to-access, and time-efficient. We love what it’s done for our business!”
— Bob Butterfield, Owner & President

Project Overview

• Pages Digitized: 134,000 – 201,000
• Document Retrieval Time Reduction: From 4 hours to under 5 minutes
• Annual Savings: $115,920
• Owner Setup Process Time Reduction: From 3-4 hours to under 30 minutes
• Remote Work Enablement: Implemented overnight in response to COVID-19 stay-at-home orders

Background

When Bob Butterfield acquired Real Property Management Vancouver (RPMV) in 2017, he quickly recognized the inefficiencies of their paper-based processes. On his first day, he witnessed firsthand the limitations of the existing system when four employees struggled for over an hour to retrieve documentation for an owner, ultimately asking them to return later. RPMV managed 115 properties and four Homeowners Associations (HOAs) with extensive paper records stored in four large filing cabinets.

The Problem

RPMV’s reliance on a paper filing system led to significant inefficiencies in document retrieval and management. Each request for information took between 30 to 60 minutes, often involving multiple employees, which wasted valuable man-hours. The inconsistency in filing methods further complicated the retrieval process, creating errors and delays.

The Solution

To address these challenges, Butterfield sought a digital records system that would enhance document organization and retrieval. He employed his two sons to scan the existing paper documents using PaperVision Capture, training them in just one hour.

RPMV partnered with DocuDriven to implement ImageSilo, a cloud-based information management service. DocuDriven facilitated the conversion of nine owner contracts into electronic forms for easy emailing and signing. The implementation of PaperVision Enterprise Workflow automated the routing of documents, ensuring thorough review and compliance with retention policies.

Results

After digitizing their records, RPMV purged outdated documents, maintaining only those required for three years. The new system streamlined the owner setup process, reducing setup time significantly—from 3-4 hours to just 30 minutes. New owners now complete the necessary forms online, and staff can quickly review and finalize the paperwork.

As a result of these efficiencies, RPMV has managed to triple its property portfolio from 115 to 335 properties without increasing staff numbers. Employees of all ages adapted quickly to the new system, and RPMV now averages 24 requests per day, saving approximately $115,920 annually.

During the COVID-19 pandemic, RPMV’s cloud-based service allowed seamless remote access, ensuring business continuity without disruption. “Business is operating at normal speed. It hasn’t hindered our processes in any way to have people working remotely,” Butterfield noted.

About DocuDriven

DocuDriven is a Business Process Optimization (BPO) company specializing in data and document management, based in Vancouver, Washington. We offer tailored products and services designed to enhance your organization’s business processes, available both on-site and remotely.

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