Electronic document management has helped one of the UK’s leading translation houses, K International, to improve the storage and retrieval of critical documents. Translators now have access to all job files from their desktop, enabling them to call up complete job records, while talking to a client – helping to improve customer service by reducing inaccuracies, as well as verifying costs and delivery dates.
Prior to the move to electronic document management, all correspondence linked to a job was filed manually. To comply with ISO standards, K International realised it should develop a document management system that could streamline its translation production processes. A technology review was carried out to clarify system requirements. During this process, the Ricoh eCabinet solution was reviewed and installed as it resolved the problems associated with the manual storage and retrieval of documents. In addition, two Aficio Fax5000Ls Internet fax machines were also installed, allowing for the automatic transfer of documentation to the eCabinet.
Commenting on the solution, Malcolm Brooks, managing director at K International said: “Although every translation is unique, the process that each job goes through is exactly the same. We realised that by automating these processes, our job would be much easier. The eCabinet has provided us with the archiving backbone that we required. It saves us time, ensures that nothing gets lost as everything has been filed to the relevant job bag and helps resolve any contractual issues that may arise quickly and effectively.”
K International works across both the private and public sector. Within the public sector, a large proportion of translations rely on the use of, and reference to, handwritten letters and reports. The ability to tag the letters to a specific job and store them electronically as well as in hard copy was critical to the successful completion of each job.
By removing user intervention, which had previously been hampering procedures, eCabinet provides K International with an electronic safety net to capture all documents, regardless of type or form, so that nothing is lost. It can capture information from a wide range of sources, including email, fax and scanned data – ideal for a company who rely on words to operate. By inputting a single job code, translators can now uncover all case information from their PC. In addition, eCabinet requires little training, as it is based on familiar web browser technology.
K International deals with documents written in many different languages. With its ability to undertake searches in 15 languages, eCabinet provides the functionality to handle communications from all major West European countries. Looking ahead, K International has purchased the eCabinet software developers kit to create a bespoke front page, to allow seamless integration with its other internal systems.
There are currently 25 users accessing more than 40GB of data held on two installed eCabinets, with a DVD library of archived information. The DVDs enable fast retrieval of archived data by matching jobs to a specific disk making data access faster. This helps prevent the loss of key documents and ensure that both old and new documents can be referenced where necessary.
About eCabinet
The eCabinet document management solution is a plug and play application that requires relatively low levels of user training to provide businesses with an effective and secure storage facility for all documents entering, created within, or passing through a business. It can automatically capture information from fax, printers, photocopiers, email and other office appliances without user intervention. Using web browser technology, employees can perform key word or date searches to quickly retrieve all relevant documents on the network.
About K International
Founded in 1986, K International is an established provider of foreign language services and is now one of the top 10 multilingual service providers in the UK. K International provides a wide range of services, including translation, interpreting, desktop publishing, design and globalisation and software localisation.
Linguistic services are available in 120 languages. K International works with companies in a diverse range of markets from telecommunication systems and consumer electronics businesses to software design and Government organisations. K International’s services are built upon a dedicated quality-first approach recognised by the receipt of ISO9001:2000 certification at the first attempt.
About Ricoh
Founded in 1936, Ricoh Corporation is one of the world’s top ten IT companies. Ricoh UK is one of the leading pioneers of imaging technology, with a dedicated research and development programme that brought us the first DVD and RW drives and media, as well as innovations such as the first black and white copier. Ricoh now holds the UK and Europe’s number one position as manufacturer of digital office copier-printers. Ricoh’s product range of black and white and colour imaging solutions includes laser printers, digital connectable copier-printers, scanners, multifunctional devices, network utility and document management software. Ricoh’s technology enables businesses to improve the quality and productivity of their office communications.
Environmental protection is a key company priority and Ricoh UK is proud to be accredited with ISO 14001 for its environmental management systems.
Information on Ricoh and its products is available at www.ricoh.co.uk