Immense Amounts of Documentation
Swagelok Singapore has a customer database of over 1,600 customers, comprising approximately 300 to 500 key customers with whom they have daily transactions. This significant volume of customers culminates in a massive amount of paperwork, which in turn takes up valuable space. The documents were in a hard-copy format, which ended up being filed up and stored in boxes due to space constraints – space that could otherwise be used to house more staff or equipment.
Lengthy and Labour-intensive Processes
In terms of document retrieval, there were some documents that could be referred to on computers but if the staff needed a signed copy, they had to retrieve a physical copy which could be buried among stacks of files. The staff had to first locate the box (out of many boxes) in their warehouse or cupboards, take out everything just to find the specific file before putting everything back again. This resulted in a tiresome process and significant time wastage that took up to 2-3 man-hours per person a day.