ONLINE ACCESS TO PAPERLESS CONTRACTS
Scanning transforms accessibility of commercial documents for much greater efficiency plus big savings on valuable real estate
Create digital archive of customer equipment
Fully-managed digitisation service including document uplift, scanning, hosting of digital files and ongoing off-site records management
Centralisation of customer equipment contracts in digital form, with data accessible from any location almost instantly
The biggest global beverage company, Coca-Cola® is also one of the most powerful worldwide brands. The iconic red and white logo is recognised by 94 per cent of the planet’s population1. Coca-Cola has been on sale in France since 1919 and, today, the country is one of the company’s primary markets in Europe.
Coco-Cola Enterprises offers retailers a wide range of branded point-of-sale equipment such as refrigerated cabinets, table-top coolers and post-mix equipment; provided and maintained under contract. The equipment contracts used to be issued from seven regional sales offices, with signed documents held locally in paper form. Those records needed to be consolidated and made more readily accessible from any location in France.
Bernard Ollivier, Senior Manager of Business Processes, says: “We could have simply centralised the paper files, but that would have taken up a lot of space and made finding documents even more challenging. Instead we chose to create a digital archive, but we needed a company that could scan and index the contracts for us.”
Iron Mountain® has a long history of working with Coca-Cola. In France, it has provided the company with off-site records management services since 1998. It currently manages an archive of 12,000 boxes of documents. “The scanning project needed careful management and scheduling to allow continued access to contracts with minimum delay,” says Bernard Ollivier. “We were confident Iron Mountain had the resources and credentials for a great job.”
The project involved the collection of contract documents from seven regional sales centres for transport to the Iron Mountain scanning centre. The contracts didn’t follow a common format. That added complexity. Those variations meant adjustments during scanning to standardise the appearance of the digital files.
1 Coca-Cola Web site