Improved Document Accuracy by 95% via Document Management
For a customs broker, based in Canada, who actively influences the global market.
This internationally active Canadian customs broker that has a strong presence in the global market. They specialize in providing efficient quality industrial equipment to meet international demand. This broker has been doing their business for the last fifteen glorious years. However, in the last few years, the operation of the company has broadened so as their complexities.
His Requirements
To be specific, the broker was facing a continuous challenge in meeting with customs clearance. For him, managing all documents properly for customs clearance was difficult. Therefore, he was searching for an outsourcing partner that could help him with document management procedures. He sincerely hopes that delegating the document management task to an outsourcing service provider will smoothen his international trade complexities.
Importance of Document Management Services for Custom Brokers
Maintaining customs regulations properly is a must for sustaining international trade. Therefore, custom brokers have to rely on efficient document management services to get everything under their control. Besides that, the complexities of customs are one thing that causes pain to many of the customs brokers. They find it difficult to manage all the complexities of customs by producing all documents on time.
For efficient and smooth customs clearance, customs brokers have to produce different documents. Thus, with the help of document management services, they can produce any document whenever required. Besides that, due to online storage, they can retrieve documents at any time from anywhere in the world. An efficient document management system can bring proficiency in the business operations of custom brokers.
Challenges He Faced
For the last three years, the broker has been facing some major challenges in managing documents for customs. We have noted down some of the most challenging aspects of his work here.
Frequent Changes in Customs Laws
It’s quite obvious that customs brokers have to follow all documentation laws clearly. However, during the last couple of years, national and international laws regarding customs have been changed quite widely. Therefore, he was facing challenges in following these changes and doing the documentation work. With the changes, his work has become more complex and they wanted a way out of this.
Complexities of Documentation
To clear customs, he has to produce files in different formats. However, due to a lack of qualified staff, he often faced complexities in managing all the documents. On the other hand, national and international policies regarding customs have been updated regularly. Thus, managing all documents including export-import paperwork, declarations, etc becomes very hectic for him. Earlier, he paid dearly fines for producing all documents late. It was, of course, for dealing with the complexities of document management.
Errors in Classifications
The broker was also making errors in classifying different customs duties and taxes. Thus, in return, he paid heavy fines for submitting the wrong files. Because of not have a proper document management process, he was facing such issues. Addressing all issues became very necessary to optimize the custom operation for sustainable growth. Thus, he approached us to get our document management solutions.
Custom Solution from AskDataEntry
The broker approached us with some major issues in their document management system. Earlier, they do not have a system for managing all documents in real-time. They heavily rely on the internal team members to manage all their documents needs. Gradually, the complexities in the customs document management process have increased and thus they have delegated us the task. Here, we have followed a systematic approach to deal with the document management issues of this client.
Assessing the Existing Process
A comprehensive understanding of the issues was very necessary for us to deploy our document processing measures. Therefore, we have assessed the client’s needs from a 360-degree analysis. With that process, we have strategically assessed the existing system and found issues there. We have realized that a strategic plan is compulsory for us to manage the documents of our client. Therefore, we went ahead in framing the plan for this project.
Framing the Plan
We have developed a comprehensive plan by considering several factors, especially for our client. Creating a database for storing all files and making them available on the cloud system was a part of our plan. Our remote team was deployed for managing documents, catalog preparation, scanning images, etc online. Further, we developed a strong and smooth document retrieval process for the client. So that, our client can take out documents whenever needed.
Installing a Compliance Management System
To address the central needs, we have developed and installed a compliance management system. We have delegated the task of managing this system to one of our efficient teams. Their tasks were to track real-time custom regulations and make necessary changes in documents accordingly. Hence, it helped the client to have updated documents that they can use anywhere.
Optimizing Document Management and Verification
We have streamlined the document management and verification process of import-export papers. After consulting with the client, we have implemented the barcode management system for our documents. With barcoding, each document, verification, and management, both tasks become very easy. Besides that, it has minimized the risk of intermixing the files and the chances of errors as well.
Deploying the Best People for Classification Work
For document classification, composition, and design tasks, we have given them to our best people. The expert people have handled a lot of similar projects before thus they could handle that. Based on each customer code, our team has implemented the classification category for the project.
Charles K Merlin
We find managing a lot of import-export documents by following all rules and regulations very difficult. Therefore, we wanted to have an outsourcing partner that could perform all document management tasks for us. Eventually, we found AskDataEntry is very promising in their document management services. They organized all our documents in their respective folders within a specific period and handed all folders to us before the deadline. We like their way of organized working and we want more from them in the future.
