Environment company cleans up its archiving processes
IT is a recurring topic of conversation across the lunch table among users at many companies and the focus is normally on things that don’t work. But that’s not the case for Ida Pedersen, management secretary at DSV Miljø A/S, when it comes to e-mail save and search functions.
DSV Miljø A/S, established in 1976 by 10 hauliers, is today an independent division of DSV with 1,000 employees and is one of the leading suppliers of soil treatment, raw materials and recycling as well as transport solutions in the Nordic area. The company has operations in Sweden, Finland, Norway and England.
Ida Pedersen has been using the ComArchive solution for 3 months, but how has she found using a new e-mail tool? Has it been difficult? “It has been really easy and lightning quick to look for e-mails and attached documents from day one,” says the management secretary, who sends and receives around 40-50 e-mails per day.
Ida is pleased that everything is managed electronically. “If I were to archive documents physically in paper format, it could take up to half an hour per case to find the documents again,” she says. But although the e-mail system has been very important to Ida for some time, it was only once she had the opportunity to try out ComArchive that Outlook began to provide true value in everyday operations.
“Today not only can I send and receive information at lightning speed, I can also save and retrieve the information just as quickly, whether it’s contracts, reports, meeting arrangements. It was certainly not like that before. It was almost impossible to find e-mails that were auto-archived in Outlook, which was definitely a problem,” she says.
As a new user of the ComArchive solution, Ida has found that it provides major practical benefits from day one. “I really do save a lot of time,” she emphasises. One reason is because there is no longer any need to look for e-mails in the inbox/sent items.
“All my e-mails are in one place and I know where they are. That’s worth its weight in gold. And when I need to find them again, all I have to do is enter the subject or the person I’m looking for and press a button. A few seconds later, ComArchive shows me all the relevant e-mails so I can easily select the one I need.” In her opinion, ComArchive searches much more quickly than Outlook, which she finds quite slow.
Ida also points out that ComArchive searches in attached files for the subject, person and content. “And it’s just such a great help,” she says.
Flexible search function
ComArchive’s search function can be used with several different search criteria and it even takes into account different spelling variations. “This means I can find things super-fast and that’s really important,” says Ida. “For example, if I need to find a document that is of critical importance to a possible legal case.”
Easy to use
Ida thinks that the ComArchive solution is easy to use as it looks and works exactly like the familiar Outlook user interface. “It doesn’t feel like a new tool that you have to learn how to use. ComArchive works as if it is a natural part of Outlook, which means that you don’t need any training in how to use the solution,” Ida concludes.