DeCrescente Distributing Company
Case Study: From Overflowing File Room to Paperless HR
DeCrescente Distributing Company was founded in 1948. Today, its service area includes 11 counties in upstate New York and its portfolio of beverage distribution services includes storing, pouring and everything in between.
After nearly 70 years in business and four generations of employees, it’s not surprising that the company’s personnel files quickly outgrew their original filing cabinet and were well on their way to surpassing the capacity of a large filing room.
When HR Generalist Antoinette Hulsopple was brought on in October 2013, she knew it was time to help carry out the company’s vision for a paperless HR department.
Turning Over a New Leaf
When it came to choosing a partner to help the department go paperless, the decision was an easy one. Albany-based eBizDocs, a value-added reseller (VAR) of Cabinet document management and content management products, offered a local, cloud-based, accessible and affordable solution.
“The reason we were drawn to eBizDocs was because they are local,” said Hulsopple. “They made everything very easy, and it wasn’t as astronomically expensive as we expected it to be. They really just had everything we needed.”
With the adoption of Cabinet SAFE CLOUD, electronic document management quickly became the new standard operating procedure for storing new hire paperwork, payroll information and benefits documentation. Hulsopple worked with the eBizDocs team to setup an intuitive file structure, and thanks to SAFE CLOUD’s user-friendly point-and-click interface, implementation was a relatively smooth transition.
The ability to manage documents in SAFE CLOUD has not only cut down on hours “locked in the file room” but has also significantly streamlined the approval process.
“DeCrescente is a foothold for the New York beverage industry,” said Jason Abare, Director of Technology at eBizDocs. “They’ve always been ahead of the curve in terms of automating processes and creating efficiencies, so this was a natural next step for them.”
According to Hulsopple, the ability to manage documents in SAFE CLOUD has not only cut down on hours “locked in the file room” but has also significantly streamlined the approval process.
Before SAFE CLOUD, a status change request required locating the file in the file room, photocopying the paperwork and routing an interoffice envelope for sign-off. Without any way to track the document, this often left the sender to wonder where the paperwork was sitting on any given day. Now, there is no chance of a document getting lost or buried. Utilizing a simple electronic form created in SAFE CLOUD, the approvals are handled by an automated workflow, allowing users to trace who has signed off and who has yet to give their okay – without the document ever leaving the employee’s personnel file.
Electronic document management has also allowed users to provide approvals while out of the office. Business trips no longer interrupt the approval workflow, as users can login to the Cabinet Paperless app from anywhere—including while the road.
SAFE CLOUD has also provided an added layer of security – and peace of mind – by limiting access to sensitive employee information.
Just the efficiencies have made a substantial difference in the HR department’s processes, but SAFE CLOUD has also provided an added layer of security – and peace of mind – by limiting access to sensitive employee information. During the implementation process and as part of their ongoing support, eBizDocs helped DeCrescente set up appropriate permission levels for each of the users who have access to the company’s SAFE CLOUD.
Simply put, the product lives up to its name.
“People who don’t need access to it, don’t have access to it,” said Hulsopple.
Looking Ahead – and Looking Back
Since the initial launch of Cabinet software within DeCrescente’s HR department, the Accounts Payable team has adopted SAFE CLOUD, further automating the company’s day-to-day processes. And two years in, Hulsopple and her team are happy to have fewer reasons to visit the file room – but recognize that after nearly seven decades in business, it may take some time to scan in all the documentation of years past.
“It may take a while to catch up, but now we’re easily able to keep up with paperwork as it comes in, which makes a huge difference,” said Hulsopple. “It’s drastically changed how we spend our time on a daily basis.”
Hulsopple looks forward to the day when she can finally lock up the file room for good. Until then, she’s confident the Cabinet implementation is already ensuring DeCrescente’s HR department is poised for success for many generations to come.
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