KEYS implemented FileNexus® in Customer Service, where all customer-related documents are immediately available and uniquely associated with the customer account, service address and more. The Application for Service process itself is now fully automated.

Following Customer Service, KEYS’ Human Resources/Payroll department has also deployed FileNexus®, and is using the system to track employee records and training documents, and retiree files including benefits information spanning several decades. They use the system to create and distribute internal memos, where audit tracking allows KEYS to monitor who has read the documents.

Keys Energy Services (“KEYS”) is the public power utility for the Lower Florida Keys. Headquartered in Key West, Florida, KEYS provides electricity to more than 28,000 customers. The utility is a nationally recognized Reliable Public Power Provider (RP3) by the American Public Power Association, and a local leader with GREEN initiatives that help conserve energy and improve the environment.Like many utilities, KEYS’ departments were handling large volumes of documents, and most of their processes were manual and paper-intensive. Wanting to become much more efficient and cost effective, the utility sought a system that would provide robust automated workflows, and offer a secure electronic data repository. The selected system would play a critical role in the advancement of KEYS’ GREEN initiatives, allowing them to be more efficient and effective in their work.

FileNexus® gives utilities, both large and small, the ability to capture virtually any type of document from any source (i.e. paper records such as maps, drawings, manuals, electronic files such as host generated reports, client statement streams, IVR recordings, etc.), index and compress them for secure archival and future recall—providing a single cohesive repository for all document management, workflow and retention needs.

KEYS implemented FileNexus® in Customer Service, where all customer-related documents are immediately available and uniquely associated with the customer account, service address and more. The Application for Service process itself is now fully automated. The customer signs their application, which is scanned into FileNexus®. The customer retains their paper copy, while FileNexus® automatically archives and associates the Application to KEYS’ host system data. KEYS no longer makes copies or keeps paper files, and the Customer Service team enjoy instant recall of needed documents right at their fingertips.

Following Customer Service, KEYS’ Human Resources/Payroll department has also deployed FileNexus, and is using the system to track employee records and training documents, and retiree files including benefits information spanning several decades. They use the system to create and distribute internal memos, where audit tracking allows KEYS to monitor who has read the documents. HR also committed to scanning historical documents into the system freeing up valuable office space.

Next Steps
KEYS is currently expanding FileNexus® into their Finance department, with future plans to deploy the system into Engineering.

Learn more about how other utilities use FileNexus®:

• Kitchener-Wilmot Hydro Inc.
• Whitby Hydro Electric Corporation
• Orillia Power Corporation
• Hillsdale BPU
• Peterborough Utilities Group
• Roanoke Gas Company
• Innisfil Hydro
• The City of Clearwater, Florida
• Oakville Hydro
• Erie Thames Services

For more information on how FileNexus® can improve your business efficiency, please visit www.filenexus.com, or write to sales@loristech.com.

About KEYS Energy Services
To learn more about KEYS, please visit their website www.keysenergy.com.

Published April 26, 2012.