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Document Management Program Development & Change Management

Procurement Category
Document
Management

Vendor Type

Information
Services
Management

Client Industry

Health
Insurance
Annual
Spend
90M

Objective

The client engaged Dryden to assist in modernizing its document management program. The client's vendor was storing nearly 2M cubic feet of paper records for the client. The client wanted to move towards digital storage of records to reduce its physical footprint, improve document pull efficiency, and ultimately save money on storage fees.

Challenges

  • Stakeholder buy-in: Dryden had to support client and vendor in “marketing” the MSP program to regional/departmental stakeholders.
  • Data: The client relied on Dryden to gather, normalize, and analyze numerous internal and external data sources in support of program development.
Illustration showing the document digitization process, transitioning from paper files with large physical footprint and higher storage fees to digital files with improved pull efficiency and better data protection.

Dryden worked with the supplier to develop, negotiate, and implement a “managed service program” on behalf of the client. This solution was a 7-year program that specifically detailed a schedule of document destruction and digitization to reduce the client’s 2M cubic foot paper storage footprint.

Solution

Benefits & Results

  • Spend Consistency: Client pays predicable fixed monthly fees under the MSP program.
  • Cost Savings: Opportunities for savings are identified and quantified by Dryden. These include areas such as SKU rationalization, price renegotiation and inventory reduction.
  • Enhanced program visibility: Dryden monitors program activity, providing client with reporting that details the MSP schedule versus actual activities completed.
  • Document delivery efficiency: As documents become digital, client can access records faster and with more accuracy versus the traditional “pull paper” method.
  • Partnership: Client, vendor, and Dryden will continue to partner for the 7-year program term to ensure that the MSP program is successful through completion.

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