Ceatec Remote Document Solutions Case Study

American Client

...Ensures Critical Training Manual Requirements

In this case study, we see how Ceatec Remote Document Solutions brings new efficiencies to training for this critical training service provider
  • As a consequence of September 11th, recent US Government legislation called for an increase in managed border security. This new commission was charged with the establishment of federally employed security services at hundreds of locations throughout the United States, a service that had heretofore been provided by private contractors.
  • Because of this legislation, thousands of new employees have been hired. These employees come from all walks of life, and with widely varying backgrounds. In order to carry out its mission, they need to effectively train their new employees - based throughout the United States - quickly. Yet that training had to ensure that its staff carried out security operations according to the law.
  • Any new training program would not only have to provide new hires with training manuals, but due to anticipated high level of turnover, those same manuals would have to be available quickly to other employees as they joined the organisation.
  • Therefore, they required a system that would effectively manage its training manual document requirements; that would allow training managers located in geographically-diverse locations to order training manuals as they required them; that would ensure the expeditious printing and delivery of the manuals; and that would do so on a cost-effective basis.

The Solution

The Redshark Group contracted Ceatec Services to develop a tailored Remote Document solution to achieve the objectives.

  • Ordering

    Training managers, located throughout the United States, log onto a Remote Document Web Store. To order, they enter the training manual type and numbers required, as well as the delivery destination. The order is uploaded onto the Ceatec Remote Document Order Processing Server.

  • Order Processing

    On a daily basis, Ceatec staff process and collate all orders. Orders are grouped by a number of parameters including destination and manual type. The orders are then sent electronically to a digital printer located in California.

  • Printing & Delivery

    Having received the order, the California based printer goes into action. They print, finish and bind the manuals, in the quantities requested. The manuals are then grouped by order number, and despatched via UPS to the appropriate delivery location. Orders are usually received by the requesting training manager within 7 days from the date of that order.

  • Order/Delivery Confirmation

    When the order is dispatched to the recipient, an automatic email confirmation is sent to that recipient stating that they should expect delivery.

  • Quick Manual Updates

    The system also allows the client to quickly update the manuals, thereby ensuring efficient reaction to changing government regulations and security requirements. The client training manual design team simply makes changes to the master document, then emails the revised document to the California based printer. This system ensures that client staff adheres to any new legislation.

  • Management Report

    On a monthly basis, Ceatec Services emails a complete Remote Document Solutions management report to the central client training administrator. This document provides critical information to that manager which includes:
    • Total number of manuals ordered
    • Total number of specific titles ordered
    • Total print cost
    • Total fulfilment and delivery cost
    • Average days from order to delivery
    Other critical information is available to client managers upon request.

The Results

  • The Ceatec Remote Document Solution has helped to streamline the training document requirements of the client, while also increasing efficiency and cost effectiveness.
  • Training managers located in locations throughout the United States can order manuals on an as-required basis, thereby minimising document obsolescence. The system ensures that documents are printed and delivered within 7 days.
  • In that documents are only printed on an as-needed basis, the client has minimised document obsolescence and costs while also ensuring that employees stay abreast of changing legislation.
  • The client has indicated that it is completely satisfied with the Ceatec Remote Document web solution and plans to use the system to meet its national training manual document requirements for the longer-term.