Orange Lake Resorts

DocuPhase Case Study

Industry
Healthcare
Department
Operations
Solution
Document Management

Challenges

Orange Lake Resorts is a family of time-share resort properties all over the United States. Their flagship Orlando, FL resort was the first to be awarded the ACE Project of Excellence Award by the American Resort Development Association. The decision makers at a property known for immaculate scenery and award-winning customer service have a mind for details and the drive for perfection.

Their major document-heavy processes include deeding properties as part of the network, employee onboarding, and various legal/contract-based processes. Wanting to focus less on completing, storing, and retrieving documentation and more on the customers who frequent the resort family, Orange Lake was in a bind.

They were buried under the weight of paper that the company was being required to process, and the cost of labor to make up for inefficiencies in the business processes was astronomical. With so many properties around the country necessitating the transfer of documents to headquarters, the time being lost during document transport was also beginning to show major ripple effects throughout the company.

They also needed a solution that would integrate with Ultipro, the HR and employee solution that was in place already at the time, and that would fit in both a tight budget and the demanding time constraints to prevent any down-time or loss of business in the company.

Results at a Glance

Automatic scanning and storage prevented disorganization, disconnected departments and documents.

Established cross communication between DocuPhase and databases that were kept up-to-date in real time.

"DocuPhase has been such a tremendous savings on labor. Having these solutions in place makes life so much easier."

SUBASH GHAMANDI Senior Innovations Manager, Orange Lake Resorts

The Solution

The Document Management Core would allow Altus to make all documents and information available at the fingertips of the employees who need it, when they need it. What’s more, it’d add fluid features to their document management system, such as full-text search, automated document routing, and powerful auto-indexing. These features reduce the time it takes to manage and update records manually, while keeping records secure and organized.

The Results

By putting DocuPhase Document Management Core in place, Orange Lake was able to realize several very major benefits.

Tying the software to OCR and scanning hardware, forms were now immediately placed into the electronic document repository upon receipt. This was not only saving time in the moment, but was preventing disorganization, disconnected departments, and lost documents as well. IT even began using the software to keep track of user licenses, terms, and other documents internally, showing the usefulness of the system.

The most surprising benefit that Orange Lake noticed was the establishment of cross communication between the actual software and the databases that was made available and kept up-to-date in real time. As soon as a document was scanned in, the records were recognized and linked to the database, providing instant access to knowledge workers anywhere in the company, provided they had the permissions to view the information.

Orange Lake realized, like many other businesses, that maintaining or even trying to improve upon their existing manual processes would have slowed down and eventually halted their growth exponentially. The company plans to expand DocuPhase into their Accounts Payable department next in hopes to develop a paperless accounting process for the AP department.