The manual process of document management at ECHO was cumbersome and time consuming. Files for merchants applying for credit or check processing services could include up to 150 pages. ECHO employees were strapped with making photocopies of every document to produce a duplicate file for on-site storage before the original file was sent to its sponsoring bank. ECHO needed a records management process that would free in-house resources to focus on performing core business tasks and provide the highest possible levels of customer service.

ASPEN 360™ fit the bill with an imaging and storage solution built upon two key factors: It's outsourced and Web-based. Using ASPEN 360, ECHO now scans each new merchant file and uploads it to Archive Systems. Archive Systems stores ECHO’s data within its fully replicated storage network that's protected by an industry-leading firewall technology. ECHO employees can now process a complete file in less than two minutes—right from their PCs. At the end of each day, employees simply mouse-click an icon on their PC screen to initiate the upload process that sends the day’s complete files to Archive Systems. The next day, the files are easily accessible and searchable by file number, merchant number, or merchant name. Because the Archive Systems solution uses industry-standard tools and a browser-based interface, ECHO did not have to invest in any additional technology to adopt the system.

ECHO employees can now process a complete file in less than two minutes—right from their PCs. At the end of each day, employees simply mouse-click an icon on their PC screen to initiate the upload process that sends the day’s complete files to Archive Systems. The next day, the files are easily accessible and searchable by file number, merchant number, or merchant name. Because the Archive Systems solution uses industry-standard tools and a browser-based interface, ECHO did not have to invest in any additional technology to adopt the system.

By implementing ASPEN 360, ECHO has eliminated the need to prepare paper files for any new merchant. As a result, ECHO’s data management department has cut its paper file storage by about 2,000 pages per day and reduced employee filing time by about 25 hours per month. Now, licensed users in other ECHO departments can access the files from any PC. Any changes made to a file and scanned into the system become part of the appropriate database merchant file. Also ASPEN 360, which is accessed from a standard browser-based desktop, has allowed ECHO to gain additional office space by reclaiming a large file room.

After witnessing the success of its new file automation process, ECHO is aggressively implementing other elements of ASPEN 360:

• Conversion of all existing merchant files to the Archive Systems hosted imaging solution – will result in further space and time savings.
• Storage of chargeback files from clients – will eliminate the need for multiple copies, reducing labor and saving space.
• Creation of a closed-account database – will eliminate another 25 file cabinets’ worth of documents and the need to store hardcopies of files going forward

"We wanted a simple system that would mimic a file cabinet and paper in the cabinet," said Vince Lombardo, Manager, Data Management Department at ECHO. "Our people can conduct their jobs more efficiently because they don't need to spend time sorting and filing paperwork. We were able to implement ASPEN 360 in just two days because there was no new technology to install and learn. As time goes on, the improved efficiency is going to help other departments."