Faxes comprise a vital part of operations for American Recovery Service (ARS), an international repossession company that recovered more than $1.4 billion in assets annually. The ability to send, receive, and audit faxes 24/7 ensures that the company can provide continuous service to clients that include captive auto finance companies, national financial institutions, and regional credit unions.
“We remove the headache of having to deal with the complexities of the repossession process,” said Jon C. Foster, chief technology officer of ARS. “Our clients send us an order and we handle the rest.”
Minutes Multiply with Manual Processes
The process of recovery for ARS begins with an order from a client. From there, ARS determines which of its network of service providers best matches the order based on location and other factors. A series of faxed communications begins, which includes delivering the order, ensuring receipt and exchanging paperwork such as contact information, activity updates, and delivery instructions.
“Prior to Biscom, sending faxes was a manual process,” said Foster. “ARS employees would select the appropriate agencies and then take the additional step of having to prepare the paperwork and fax it out. Imagine this process is duplicated hundreds of times a day by each of ARS’s more than 200 employees. The minutes required by this extra step multiplied rapidly and resulted in a substantial lag inefficiency. This can impact earning potential over time.” Foster continued, “It was clear we needed to streamline the process. If we can shave one minute off of each unique activity a person is doing, that is a huge annual saving. We needed the right technology to accomplish this.”
Adding to the inefficiency was the dated equipment. “The old fax server did well for us—until our previously steady growth started to accelerate,” noted Foster. “As time went by, we simply outgrew it. It was clear that the current system was becoming a hindrance, not a solution.”
Foster understood that ARS needed a fax solution that would create efficiency and cost
savings while allowing for the customization measures needed for its unique business
Four Criteria for Choosing a Fax Solution
Foster began evaluating fax options. He had four main criteria for his ideal fax solution:
- High availability, meaning the fax solution could handle the volume of faxes ARS delivered and received without a disruption in service.
- Scalability, which would accommodate the organization’s rapid growth.
- A competitive price point, which would comply with the company’s budget.
- Intuitive integration, enabling ARS programmers to rapidly integrate the solution within the existing software architecture.
- After evaluating multiple vendors on these criteria, Biscom Cloud Fax earned the leading score. As a cloud-based solution, the ability to jettison internal hardware and outsource faxing to Biscom was another plus both from a budget and operational standpoint.
“Biscom was the number one vendor that met my criteria,” Foster explained. “They positioned themselves to meet my needs and supported my efforts very thoroughly and quickly. The whole implementation process took about a week. The first night we went live, we sent thousands of faxes with no issues.”
Results that Add Up
“Biscom made it enjoyable to be a customer,” explained Foster. “With Biscom Hosted FaxServices, ARS has experienced incredible efficiency gains and cost savings,” including cost savings from the elimination of expensive in-house software and hardware to support faxing capabilities. “We avoided any up-front investments we would have had to make for internal hosting by going cloud-based with Biscom.” ARS realized further cost reductions by dispensing with expensive analog phone lines needed to support on-prem faxing.
Employees no longer have to manually set up the faxing of papers and processes. Instead, the process was customized to simply check a box during the intake process, saving the hours per day. When a major client requested that faxes from ARS be sent only during a specific timeframe each week, Foster was able to quickly leverage Biscom’s highly configurable settings to accommodate this request.
ARS was able to reallocate valuable staff to other tasks thanks to the automation of fax-related processes. Biscom’s audit trail, which tracks each fax transaction and alerts business partners when faxes do not go through, now enables ARS to operate with confidence in the face of the potentially serious legal consequences that could result if the transmission was missed or undocumented.
As Foster summarized, “I would recommend Biscom to other companies, but only if they want efficiency gains and no headaches.”
The first month ARS used Biscom, Foster planned for the handling of 10,000 faxes a month. ARS exceeded that estimation by 250%. Now, after using Biscom for almost a year, the company is anticipating sending more than 75,000 faxes a month, problem-free.
American Recovery Service
Headquartered in Northern California, USA
- Inefficient manual processes related to faxing
- Outdated and expensive in-house hardware
- Exponential company growth that demanded solution scalability
- Biscom Cloud Fax
- Successful sending and auditing of 60,000+ faxes per month
- Elimination of costs related to in-house hardware and telephony services
- Ability to whittle down inefficient faxing processes and redirect employee time to more productive tasks
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