Failing a Customer Service audit can potentially result in the temporary shut-down of your Order Management operations (which include being able to accept and process customer purchase orders). A critical element of an audit is the ability to quickly provide the auditor the required documents related to orders to allow for review and verification of compliance within order management controls. Being a start-up company, with relatively low volume of transactions (at least when we started up), the job of maintaining records was not too difficult. However, in the past 11 years, our company has grown at an incredibly fast rate each year (we are one of the top two LED manufacturers in the world!), and the ability to maintain satisfactory and auditable order files became overwhelming. Due to limited office space, we had boxes, and file cabinets stored in scattered locations within the building, not to mention the documents we had sent off to a warehouse for storage. Needless to say, audits became a nightmare, as the ability to organize volumes of documents to allow for quick retrieval became impossible.
In comes Accu-Image. We started off by having Accu-Image scan and store our order packet documents just for the current year. This would allow for our internal monthly random audits to move more quickly and efficiently. Well, we found the Accu-Image database so easy to use, (and fast!), we decided to electronically archive all documents as required for the prior five years. The Accu-Image database even has functionality to allow for access by an auditor to pull up the documents they require themselves (there are controls that can be set on the system to allow the auditor to just look at only the order numbers they provide to us). This feature now eliminates any time spent at all by our department in the search for audit documents!
The resource time saved (as audits are required, and are absolutely time consuming) far outweighs any costs related to Accu-Image services. It would not surprise me if KPMG or other audit services soon require electronic data storage such as the services provided by Accu-Image as an actual audit control!
We love the services Accu-Image provides, the time they save us, and the professionalism and top-level support they provide.
Contact us today to learn how your business can benefit from Accu-Image back office, e-invoicing, and business workflow solutions.