- Client: Vertiflo Pump Company
- Industry: Manufacturing
- Products/Services: Scanning as a Service, Document Destruction
- Reclaimed Office Space
- Improved Workflow
- Created Digital Backfile Archive
The Client: Vertiflow Pump Company
Vertiflo Pump Company, Inc., established in Cincinnati in 1979, is a prominent American manufacturer specializing in vertical, horizontal, and self-priming centrifugal pumps. With an extensive range of applications spanning agriculture, automotive, chemical, food, marine, municipal infrastructure, and steel industries, Vertiflo has emerged as a trusted leader in the field. As a family-run enterprise, they have dedicated themselves to upholding a legacy of excellence for over four decades. Their unwavering commitment lies in crafting top-tier, affordable, and reliable pumps proudly made in the United States.
The Problem: Backfiles Running Rampant
According to Heather Swing of the Vertiflo Pump Company, “We are a custom pump manufacturing company so every pump we build is to order. We have a file for every pump we have built going back to 1983. So we had a lot of filing cabinets.” After 4 decades of business, it is normal for any company to be inundated with paper documents. An environment with extensive filing cabinets is a huge source of lost time and productivity. This was the case for Vertiflo.
“Our computer system we have now we have been using since 1998 so a lot of the information for those pumps is in there, but we had no other copies of the pumps older than that.” For the team at Vertiflo, their filing cabinets were the sole resource for older documents. “We needed to scan those files just in case something happened, but also to free up space. We were running out of room to put file cabinets!”
The Solution: Backfile Scanning
The professionals at Vertiflo began looking for a solution to their growing filing cabinet (or shrinking space!) problem. In their search, they found Waltz Business Solutions online. The Director of Scanning Services at Waltz performed an assessment on Vertiflo’s current backfile archive environment. The specialists at Waltz were quick to identify exactly how Scanning as a Service would help the Vertiflo’s team.
As Heather puts it “The quote for the project was very reasonable and Waltz was very easy to work with and very accommodating to our needs.”
The Results: Reclaimed Office Space and Gained A Robust Archive
One filing cabinet can take up to 15 square feet when considering the space to access the drawers. This much real estate devoted entirely to storing documents is costly, let alone claustrophobic. According to Heather, “Waltz came in and picked up 4 rounds of boxes to scan.” At Vertiflo, there were around 60 filing cabinets which amounted to over 200 banker size boxes of documents!
As the Scanning Specialists at Waltz went to work on Veritflo’s documents, they kept aware of Vertiflo’s need to access their documents during the scope of the project. Says Heather, “They also were able to send us copies of files we needed while they were away being scanned.”
In addition to backfile scanning, Vertiflo went a step further and employed Walt’z destruction services. “After scanning, the files were destroyed so we were able to get rid of the file cabinets that were in the middle of our office and we installed 3 cubicles.”
At the end of the project, Vertiflo’s team not only had a robust digitized backfile archive but also the room to add office space for employees. With more space for employees, Vertiflo’s office now allows for more productive activities.
In addition, since implementing the Scanning as a Service solution from Waltz, the employees at Vertiflo are seeing a more streamlined workflow. “We have found more ways to utilize our manufacturing software to keep the information we need such as drawings, quotes, purchase orders, etc. that we would normally print out and put in a file.”
Vertiflo is now moving into the future with more space for employees, an improved workflow and a more productive environment. With their backfile scanning project completed, they have also found ways to cut costs not just on storage, but printing documents as well!
How Are You Utilizing Your Office Space?
Is your business real estate a place for productivity or just a place to keep you files? What could you do with more room for employees and less for outdated paper documents?
Discover the comprehensive solutions provided by Waltz Business Solutions! Our team of dedicated specialists will evaluate your backfile environment and kickstart your digital transformation journey. Get in touch with an expert today to receive a free assessment!