Newman began addressing the issues by looking at content management software. “I asked others from larger companies if they had a content management system and they all said, “Yes, but it’s awful.” So I got a lot of recommendations of what not to use.”  

Newman has met Mike Thomas, a BlueIrisIQ™ regional sales director, before, and so at their next meeting, explained his content management challenge. In response, Thomas pitched him the Square 9 GlobalSearch solution, and was invited to Buxton USA to demonstrate it. 

The demonstration impressed Newman, so he purchased Square 9 GlobalSearch in December 2015, and remains happy with the solution to this day. He noted that the installation and creating the workflows that now run Buxton USA’s operations was very simple.  

“The implementation of the software instantly addressed all of our objectives,” he said. 

He explained that most employees have two monitors, one of which has GlobalSearch opened all the time. So instead of them having a stack of papers in front of them, they have the monitor on which they move documents to appropriate folders.

The benefits Buxton USA has realized with the Square 9 GlobalSearch software include: 

• Its Human Resources Department has found Global Search’s multiple security levels to be very effective. Confidential documents can only be accessed by those who are required to do so. By default, only the system administrator has access to new inboxes and archives. 

This means each section of GlobalSearch must be built up by adding users, versus breaking down and removing useraccess. The indexing feature also allows staff to easily filter for a particular group of records. 

• The time savings thanks to Square 9 GobalSearch’s ability to quickly find a document with a simple keywordor phrase. Now, searching through those large project files for one document is no longer a daunting, time-consuming task.  

• Its service department creates a digital service call report (SCR) with each inspection or repair. Information pertaining to the equipment, the issue experienced, the resolution and any parts used to make the repair are detailed on this report. At the completion of a call, the SCR is emailed (in PDF) to the client and simultaneously sent to a dedicated email address, linked to a GlobalSearch inbox. After review, the SCR is indexed and archived, allowing any users to access this information at any time, including our field technicians (via an internet connection and mobile devices). For subsequent visits related to the same piece of equipment, a technician can retrieve all previous SCRs by searching the serial number of the machine. This is a valuable tool for field technicians and a huge value-add for Buxton USA’s customers. 

• A considerable paper-related cost savings due to the light amount of paper-based data now being generated. And as far as the past 35 years of existing documentation goes, Newman noted that they are scanning just the FDA-needed documentation and service manuals. Everything else is being held in storage for seven years, and then it will be shredded.