TATEX scans and digitizes 7.5 millions of annual delivery receipts with EverSuite Capture and Content Management

TATEX scans and digitizes 7.5 millions of annual delivery receipts with EverSuite Capture and Content Management

B to B express carrier since 1976, TATEX was among the first carriers to scan and publish online its delivery receipts. The content management solution originally implemented in 1996 uses EverSuite Capture module to scan and index 30 000 delivery receipts on a daily basis. The solution also seamlessly integrates with the online package tracking system developed internally.

Challenges

Prior to the implementation of EverSuite, TATEX operated on a 100% manual, paper-based process for the management of its 30 000 delivery receipts processed daily by its agencies. Like all carriers, TATEX has a legal obligation to keep customers delivery receipts for several years, and be able to retrieve them when required; this meant that TATEX had to physically store millions of vouchers in archive boxes, located in all branches of the TATEX network.

In addition to the perpetually increasing storage size, volume and cost, the retrieval of the delivery receipts was yet another slow and difficult process as it required a long, time-consuming manual search operation that often exceeded 2 weeks.

Thus, TATEX’s objective was clear: Establish a system for managing the capture, storage and printing of delivery receipts in a fully computerized and automated environment, increasing employee efficiency and simplifying the delivery receipt retrieval process.

Solution Description

Given the large volume of delivery receipts dealt with, TATEX chose to establish a centralized document capture department, rather than separate centers for each agency, in order to optimize the scanning process and simplify the equipments’ maintenance tasks.

Scanning: Delivery receipts were shipped on a daily basis from each of the 35 agencies of TATEX’s network, to the central site, where 2 dedicated employees were making all the necessary preparations. Slips were then scanned in batches of 1500 or 2000 documents.

Indexing: In parallel with the scanning process, delivery receipts were categorized and automatically indexed on a dedicated server through bar code recognition. Each slip was represented by a Tiff G4 file in which the value and type of the bar code are positioned. As a result, each file was self-supported by its own indexation without requiring an associated descriptive sheet.

Retrieval: Scanned images are then transferred to the content warehouse. This system stores and provides web based access to thousands of scanned delivery receipts with tracking features. Thanks to the bar codes, delivery receipts were automatically attached to their related data and track records. Delivery receipts that arrive in the morning to the center were available online in the afternoon of the same day for clients to access, consult and track them.

Benefits of the Solution

EverSuite allowed TATEX to achieve its objectives by providing:

Simple and fast online access of delivery receipts by TATEX employees and customers
Storage and archiving of slips and paperwork generated over the years, in compliance with local legal requirements
Increased productivity in all agencies of TATEX, due to the decrease in the amount of time spent in searching for correct documents
Control over storage space and reduced storage costs

About TATEX

Tat Express was created in 1976 to cater for the emerging need for JIT logistic management amongst industries. At the beginning of industrial express, TATEX (the new brand of Tat Express) based its development on strong cooperation with clients and adaptability to their industrial transport and freight requirements.
TATEX’s know how in multi-distribution B to B can best be described using the following figures: with 1,250 employees, 650 vehicles and 7 transit centers, TATEX carries approximately 19 million packages a year to achieve a turnover in 2005 of 143 Million Euros.