Background
The Swiss company ABB, is a manufacturer of power and automation technologies. Its products assist utilities and industrial customers to improve performance, while lowering environmental impact. The group is in 100 countries and employs 105,000 people. Its offices in India sought Crown’s advice on records management.
The challenge
ABB has more than enough factory space to store its records, but was finding it increasingly difficult to locate items from the stack. There was no one available at ABB to organise its important documents and bring some much needed efficiency to how information is used. The file room was in need of extensive reorganization to help categorize and manage cartons more effectively.
The solution
People on site
ABB appointed Crown as its exclusive records management services supplier to manage 4,500 cartons. We station three people in each facility, a supervisor and two packers. Our experts offer skill and advice on how to optimise racking to make the best use of ABB’s storage space. They also guide ABB employees in siting file storage units, provide guidelines on security precautions and the best security systems to install.
Technology partners
We designed a process for ABB to improve collection, archiving, storage, retrieval and destruction of documents, working with ABB staff to setup PC and internet connectivity on site. This is where the barcode tracking software (O’Neil Software – RS~SQL, a barcode-driven audit and tracking system) and barcode scanners are connected. All new inventory and records of retrievals are tracked with these scanners. The data is then automatically uploaded into web software, which gives everyone (ABB and our staff, on-site and off-site) shared access.
We also supply ABB with periodic efficiency reports. These reports ensure that no data has been lost, office space is being optimised, document distribution is controlled and monitored, and the areas are safe with secured smoke detectors and fire extinguishers.
