Kyocera MFP Scanning Solution
Company: Paul Effman Music in Lagrangeville
Paul Effman Music provides music programs to parochial and catholic schools throughout the United States. In addition to their music service, they also rent instruments to public schools students and have several retail stores in New York.
Identifying a Problem:
Paul Effman Music was looking for a way to reduce the need to refer to paper records on a regular basis. Physical registration forms are often mailed-in or picked up from local schools. These forms were then filed but needed to be accessed for a variety of reasons, done manually by sifting through school folders.
Providing a Solution:
Utilizing the dual-sided scanning features and document management functions built-in to their existing Kyocera TaskAlfa multi-function printer, Paul Effman Music was able to attach digital scans of documents directly into customer accounts – eliminating the need to ever refer to the original paper documents.
Forms scanned are immediately sent directly to a secure server which runs their customer management software – and two-sided documents are scanned in a single-pass saving time and money.
A Money Saving Outcome:
With quick-entry address book settings in the Kyocera machine, each staff member can quickly, with one click, send scanned documents directly to the their software to be attached to customer accounts.
During customer service inquiries, as one example, if a customer needs to reference to their original form it no longer requires staff walk to a different room and sift through file folders to find the physical copy. A digital copy is instantly available to staff, greatly reducing the amount of time spent in these instances. Paul Effman Music estimates dozens of labor-hours per year are saved, customer wait-times are greatly reduced improving customer service, and document management is far more efficient with the Kyocera TaskAlfa vs. older desktop scanners that took a long time, occupied additional space on desks, and only scanned one-side at a time.