UFCW Local 1262 & Employers Benefit Funds receives an average of 2,700 new membership applications each month. Maintaining a comprehensive database of memberships requires labor-intensive scanning of those applications and manual data entry of specific information. The organization was using an in-house document imaging system with one dedicated resource to accomplish it all. The result: A continuous backlog of applications was making it difficult for the fund office to provide desired levels of service to its members. In addition to wrestling with a significant volume of membership data, UFCW Local 1262 & Employers Benefit Funds was anxious to increase the efficiency of its in-house records management system. The organization evaluated other in-house systems, but all required additional staff—and that was an expense that it wanted to avoid. Looking further, the organization determined that a broader solution would best meet its growing needs and offer the greatest return on investment. The next step: Find a provider whose depth and breadth of services offers unlimited flexibility going forward. UFCW Local 1262 & Employers Benefit Funds found Archive Systems.

After meeting with Archive Systems' document management experts and touring the company's state-of-the-art facilities, representatives from the organization witnessed a level of quality control, efficiency, and business continuity that could not be replicated in-house. It was obvious that UFCW Local 1262 & Employers Benefit Funds would realize significant savings by using Archive Systems' comprehensive, software-as-a-service solution.

As a result, Archive Systems implemented ASPEN 360™ , a hosted document imaging solution to capture, index, and redundantly store membership applications for UFCW Local 1262 & Employers Benefit Funds. Now, Archive Systems converts weekly volumes of membership application documents into images, which the organization retrieves through a standard, secure, browser-based interface. Archive Systems also conducts a comprehensive data entry function that provides a weekly data feed of all information from the front and back of each membership application. Archive Systems uploads this data into the organization's in-house system within 48 hours after receiving the applications. Archive Systems carefully mapped out an implementation plan that resulted in zero downtime. As new memberships are processed and data in the previously used system becomes obsolete, UFCW Local 1262 & Employers Benefit Funds realizes greater levels of efficiency every day. ASPEN 360 enables the organization to easily meet its growing need to provide more users with access to membership information—a number that is expected to increase by nearly ten times the current amount.

"Because of Archive Systems we can now process member applications in two days instead of two weeks. And, we're well equipped to handle the needs of our growing member base," said Harvey Whille, President, UFCW Local 1262. "Their willingness to listen carefully is unmatched. They asked illuminating questions and made sure they understood our exact needs. Archive Systems is a world class operation, a finely tuned machine."