Clearwater, Fla. (Jan. 8, 2013) – The Tampa YMCA was struggling to control and manage the large influx of documents they received from members and vendors. After researching several solutions, the organization chose DocuPhase, which was implemented by reseller LightSource Imaging and DocuPhase.
Nearly an entire floor in the Tampa YMCA office was filled with filing cabinets, which consisted of old documentation for the archives as well as active documents that needed to be accessed on a day to day basis. Due to the space being consumed by paper, the organization did not have space to house the new staff that they required to run the business. In addition, existing staff members could not locate or access the information necessary to perform their daily jobs, and excessive time was spent locating and filing away documentation.
“The Tampa YMCA generates and receives a large amount of documentation from our members and vendors,” states Chris Greco, Associate VP of Information Technology at Tampa YMCA. “We needed a single repository where many different departments can obtain access to this information without having to search through multiple filing rooms distributed throughout our service area.”
The DocuPhase solution was first implemented in their membership department to scan and organize their large volume of documents. Membership documents previously took days to receive, as it had to be sent through a courier service. Now staff is able to have instant access to this information and the costly courier fees have been eliminated. Since the initial implementation, DocuPhasehas been extended to automate the organization’s accounting and human resource departments.
The Tampa YMCA is the largest and oldest service organization in America with 18 facilities across Hillsborough and Pasco counties. Their dedication to the community includes enrichment programs and outreach activities. Like many non-profit organizations, the YMCA is challenged with providing these services with limited resources and a minimal budget. Replacing time spent on administrative overhead with time focused on the community is a significant benefit gained with Enterprise Content Management. As Greco states, “It will allow us the ability to focus valuable resources on serving children and families in our communities instead of moving paper. DocuPhase provides the flexibility that the Tampa Y requires to meet its day to day and long term strategic goals.”
YMCA projects a 200% return-on-investment in their first year with DocuPhase.
DocuPhasecreates intelligent software and solutions that align people, processes and technology. With deeply integrated Business Process Management (BPM), Enterprise Content Management (ECM) and Dynamic Case Management solutions from DocuPhase, organizations such as Goodwill Industries, The Salvation Army and Moffitt Cancer Center, have met their cause-based objectives by streamlining their processes and simplifying their workplace.
About Lightsource Imaging
Lightsource Imaging Solutions is Central Florida’s leading provider of Digital Document Solutions offering premier products from DocuPhase, Canon, Sharp, Lexmark and others. With offices in Tampa and Vero Beach, we have the expertise and products to optimize cost and efficiency in all of your document workflow, scanning and printing applications.