JSL Office Equipment Co., Ltd.-Cases

Accountants Firm

　　Guangzhou Jian Ming Certified Public Accountants Co., Ltd.

　　Document Management Scheme
　　Jian Ming Certified Public Accountants Co., Ltd. was founded in 1991, originally belonged to Guangzhou SAT and then re-organized into limited company in July, 1999. The company now has more than 100 employees, in which there are more than 40 CPAs. Its business covers finance, accounting, taxation, consultancy and evaluation, etc.. It has an enviable reputation over the Cantonese Region.

　　Challenge
　　Jian Ming Certified Public Accountants Co., Ltd. had a lot of archives and files to be classified. They used scanners for electronic conversion and used folders to keep classified files. The files were extremely difficult for retrieval and not able to be found for specific time and classification.
Information retrieval wasted much time and manpower.

　　Scheme
　　On the meeting with Jian Min, we collected their requirements and offered JSL’s electronic documentation management scheme. The scheme included 3 sets of high-speed scanning imaging system and desktop document management software. Besides, there was a document retrieval system, which provided detailed report for file creation and location.
　　The document management scheme was easy to operate, quick in speed of file processing and convenient in retrieval. The scheme was aimed to help the user to quickly find information and share knowledge. Mr. Li, director of information technology, said, “now we can find the information whenever we need. We no longer waste time in searching and no longer have to stop and restart the meeting.”

　　Result
　　The benefits of the document management scheme were not expected by the client. It saved much storage space for paper files and desks. Another advantage was that the staff were willing to use new system, which could make the users define the structure of file folders and key words for retrieval. They don’t have to face a mass of documents but don’t know how to treat them any more.
　　The scheme improved the staff’s working efficiency. We were happy to see that the client adopted the scheme to manage the contract, lease agreement, resource evaluation report and job description.
　　Now they offer download service for online files to the customers and use JSL’s scheme to convert the previous documents in last couple of years into the new system. In the near future, the new system will be combined with ERP system and help the finance department and members to manage the business processing.
　　Advantage of this scheme is that once you have basic scan and storage device, you can utilize them to improve productivity and quality of customer service.

Cases

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