The Customer File Business records currently retained by Ultracom pertain to all aspects of corporate activity. They are physically dispersed throughout the office and serve a wide variety of functions. The Customer File has been targeted as appropriate for use in a pilot project. Upon completion of the project, results can be evaluated to determine the applicability of imaging to other business records at Ultracom. The Customer File is used by a large cross-section of the organization's workforce.
Administrators refer to the file to monitor account activity and substantiate disputed claims.
Sales staff use the files as reference tools in proposing changes and improvements to communications systems. Field technicians may refer to the file before going out on a service call to glean information about the system to be repaired or modified. Accounting staff use the file to determine payment histories. Maintenance of the file is largely the responsibility of the reception staff who cull inactive records on an ongoing basis. Disposition procedures are implemented for customer files inactive for three years.