Case Studies

Case Studies

The disabilities trust moved to one supplier

The customer

The Disabilities Trust (TDT) are the leading national charity in offering specialist community-based and residential support for adults with acquired brain injury, complex physical or learning disabilities and for people with autism, including those in education.

The charity wanted to consolidate the number of suppliers they used to improve efficiency, the level of service and costs.

Staff at the charity were spending too much of their time dealing with different suppliers. They were using two separate document storage suppliers, making it challenging when it came to locating files and using multiple systems to make orders, deal with queries and to complete payments.

When reviewing their office supplies and document archiving options, The Disabilities Trust required a solution that was simpler to use, would help save time for their staff and is more modern compared to what they had previously. The Lyreco and Restore Records Management partnership enabled The Disabilities Trust to consolidate the office supplies and the archiving for the charity

The Disabilities Trust had 6500 archive boxes in storage split between two suppliers. We worked with the charity to scope a project plan for the migration of all 6500 boxes into a secure off-site storage facility nearest the charity’s premises. Prior to the migration The Disabilities Trust team visited our facility to complete their own Quality Assessment.

Once completed, our mobilisation and onboarding team managed the full process of the migration that included liaising with both previous storage suppliers. During the transfer of data, the archive boxes were transported using GPS-tracked vans where trained teams audited and barcoded each box before placing into storage.

A key consideration for the charity was an easy-to-use online portal allowing them to make office supply orders, recall documents back from secure storage or arrange for data to be returned to Restore.

Both the Restore and Lyreco online portals were implemented within The Disabilities Trust with full training provided. By giving staff the individual access and training it takes workload way from the charities procurement and H&S teams who were having to manage these orders manually with previous suppliers.

Both the Restore Records Management and Lyreco invoicing is combined making the process much easier for the charities invoicing team

Moving to one supplier for both office supplies and archiving has made work easier for the charity. Helping their staff become more efficient with time and the charity has been able to reduce their costs, meaning budget can be used elsewhere within the charity.

Having such a good overview of their archiving and office supplies has been extremely helpful for the teams at The Disabilities Trust. They have been impressed by the ease of using both the Restore Records Management and Lyreco online portals. Making orders for office supplies has been simple and locating and retrieving the archive files the charity needs has been quicker.

Having just one invoice to process has been a real benefit and has helped the charity achieve their aim of consolidating the number of suppliers.

The charity is now looking at Restore Records Management additional services including the Restore DataShred consoles that would be placed at the charity premises to collect confidential material and transported back to one of our secure destruction centres to be confidentially shredded.

6500 archive boxes in storage

Easy invoicing through one partner

“Easy and efficient. Exactly what our procurement and Health and Safety teams needed to cut admin time. Having such a good overview of the archiving and the stationery has been extremely helpful.”

Mariah Chapman, Procurement Officer

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