10.03.2024

For years, your company has stored valuable financial and legal records in filing cabinets at head office. Not only are they taking up space that could be better used to accommodate your growing team, but they’re also just sitting there… leaving them prone to risks like theft or fire. You want to go paperless, and you’ve even done your research to find a local records management company that can help you digitize your records and upload them into a dynamic information management system. But that’s not the hard part—first, you need budget approval. In this blog post, we’ll walk you through how to present a business case for digital records management—giving you insight into the challenges of storing physical records, the benefits of going paperless, and what a potential implementation plan could look like. You’ll walk away equipped with the knowledge you need to pitch this worthy initiative to leadership with confidence. We’ll talk about: The challenges of paper-based records managementThe benefits of digital document managementHow it happens: the implementation plan The Challenges of Paper-Based Records Management Traditional, paper-based records management systems are becoming increasingly unsustainable for businesses in the digital age. On average, companies lose 7.5% of the paper records they produce. These records are not only prone to physical damage, theft, or misplacement, but they also lead to operational inefficiencies that can hinder business growth. In fact, a McKinsey report reveals that employees spend up to 1.8 hours per day—about 20% of their workday—searching for information. As the volume of records and information continues to grow, so do the challenges of storing and retrieving them. Maintaining paper files not only increases storage costs but also complicates compliance with legal and regulatory requirements. Audits become time-consuming, and data retrieval becomes an obstacle rather than a seamless process. The truth is that businesses relying on paper-based systems are falling behind in terms of agility and productivity. Transitioning to a digital records management solution is no longer a nice-to-have option—it's foundationally strategic if your business wants to streamline operations, reduce costs, and improve data security. Benefits of Digital Document Management Now that we’ve established that relying on physical, paper-based records is becoming more of a hassle than a help, let’s talk about what digital document management can do for you. We aren’t suggesting you go paperless for the sake of going paperless—it's about making your workday easier, your processes more efficient, and your information more secure. Here’s how digital document management can do that for you: 1) Accessibility and Efficiency at Your Fingertips Imagine being able to find any document you need in seconds, no matter where you are. With digital records, you can. Instead of digging through piles of paper or storage boxes, your files are just a quick search away, securely stored in an intelligent information management system. Plus, if your team works remotely or collaborates across locations, everyone can access the same information instantly—no delays or messy handoffs. 2) Better Security and Staying Compliant Digital records give you more control over who can see or edit your important files. With encryption and secure access controls, your data stays protected. And when it comes to audits or meeting industry regulations (like GDPR, HIPAA, or PIPEDA), having a digital trail of who accessed or changed what makes staying compliant much simpler. 3) Cutting Costs and Scaling Up Switching to digital document management can save your business money by eliminating the need for physical storage space. No more paying for extra rooms or off-site storage. Plus, managing digital records means less time spent on administrative tasks and file retrieval. As your business grows, you can easily scale your digital storage without the headaches that come with finding more physical space. 4) Promoting Sustainability Going digital is also a great way to reduce your environmental footprint. By cutting back on paper usage, you're not just making life easier for your team—you’re also doing your part for the planet. It’s a win-win that customers and employees alike appreciate. 5) Freeing Up Space and Boosting Collaboration With fewer boxes and filing cabinets, you can free up valuable office space for more productive uses. And because digital records are easier to share, teams can work together more effectively—whether they’re sitting next to each other or on opposite sides of the world. By making the switch to digital document management, you’re simplifying your workday, keeping your data safer, and setting your business up for long-term success—all while cutting costs and helping the environment. It’s a smart move that benefits your whole team. How It Happens: The Implementation Plan WCD has a team of well-trained and highly-skilled records management and digital document management professionals that can guide you through every step of a major digitization project. Here’s a high-level look at a standard implementation plan to give you an idea of how we go about transforming those filing cabinets into easy-to-search digital repositories. 1) Assessment and Planning We start by evaluating your current records and identifying the highest-priority documents for digitization. From there, we create a detailed project plan, including timelines, resources, and budget, all outlined in a clear Statement of Work (SOW). You’ll know exactly what to expect at every step. 2) Technology Selection WCD handles everything you need for digitization, from our state-of-the-art scanning hardware to our skilled team and secure processes. We’re proud to be the only vendor in Alberta with two dedicated digitization facilities, which means faster, more efficient service. We also ensure seamless integration with your existing systems like SharePoint, OpenText, Box, and more, delivering digital files directly to your preferred platform. 3) Execution Once the plan is set, we kick off the digitization process. We start with a user acceptance test scan, followed by digitizing your high-priority records. Our robust quality control and assurance measures ensure that every document is accurately captured and fully reliable, so you can trust your new digital repository from day one. 4) Training and Change Management To make the transition seamless, we provide training for your team on the new systems and processes. We’ll also communicate the benefits of digitization to all stakeholders, helping everyone understand the value and get on board with the change. 5) Monitoring and Evaluation We don’t stop once the scanning is done. We continuously monitor the project’s progress, making adjustments as needed. Afterward, we evaluate the impact on your business—improving efficiency, enhancing security, and driving cost savings. Ready To Go Paperless? Let’s Talk! Digitizing your corporate records isn’t just a smart investment—it could be a competitive advantage for your organization. By boosting accessibility, strengthening security, cutting costs, and supporting your sustainability goals, you’ll streamline your operations and build a more resilient, future-ready business. Let’s connect and explore how we can make your transition to digital seamless and successful!

09.18.2024

WCD divests its print and signage division to Cober Solutions, a respected leader in commercial and digital print. For over 70 years, WCD (West Canadian Digital Imaging Inc.) has continuously evolved to meet the changing needs of our customers and the markets we serve. We have always been at the forefront of converting traditional analogue services into automated, digital solutions. We are very proud of our outstanding reputation in the industry and for the work we’ve all done to build a market leading on-demand digital and information print company. We are thrilled to announce an exciting new chapter in our journey. Effective September 18, 2024, WCD will be divesting our print and signage division to Cober Solutions, a respected Canadian leader in commercial and on-demand print and ecommerce fulfillment company. Read about this in the Calgary Herald >> This is a strategic shift for WCD that will enable our company to focus on the expansion and future of managed services, including managed print and creative services, as well as the growth of our information management solutions. This is a critical step toward realizing our vision to become a truly technology-driven Managed Services company with increased investment in cutting-edge technologies and innovative solutions. Our goal is to remain at the forefront of our industry and deliver exceptional service and value to our customers. For all WCD customers, this change was thoughtfully considered with your future needs in mind and with no disruption to your services. For our managed services, creative services and information management customers, you will continue to work with WCD as you always have. This divesture means we will be focused on investing in solutions that support the success of your business and enable the adoption of automation and advanced technologies. Your day-to-day experience with us will not change, and you can look forward to more robust and forward-thinking solutions in the future. WCD and Cober Solutions have secured a print fulfillment partnership so that our customers will have access to their national footprint, enhanced capabilities and capacity. For our valued print and signage customers, you will gain access to a world-class, national print and fulfillment network through Cober Solutions. The familiar faces you've worked with for so many years will still be here, now part of the Cober family. We are working closely with Cober to ensure a successful transition and seamless continuation of the service you trust. What will not change is WCD’s unwavering commitment to our customers. The values that have guided our family business over many decades including integrity, innovation, exceptional service and commitment to community, will remain at the heart of everything we do. We are excited about this new chapter and the enhanced value it will bring to all our customers. To all of our customers, thank you for your continued trust in WCD. We're grateful for your support and look forward to growing together in this next exciting phase of our journey.

08.05.2024

There’s magic in event planning—an overwhelming feeling of pride that rushes in as you watch your guests arrive and their eyes light up with joy. It’s the small moments of surprise and delight, curated with care throughout every detail, that make for a truly unforgettable experience. From the venue down to the menu, every selection is an opportunity to put your event a cut above the rest. But where do you begin with crafting that standout experience? In this article, we’ll walk you through the behind-the-scenes planning process our Creative Services team uses to dream up and design branded event experiences—from the initial concept down to the decor, print, and signage materials that bring it all together. We’ll be looking at this process through the lens of our 2024 West Canadian Cup, an annual occasion we’ve hosted at Spruce Meadows for more than three decades! You'll learn all about how to: Dream up your branded event's themePlan the on-site experiencesWeave the theme through every detail Step 1) Dream up your branded event’s theme We’re firm believers that all great events begin with a memorable theme. Each year, the West Canadian Cup is hosted at Spruce Meadows. There are just a few constants to this event: it’s always a brunch accompanied by the equestrian competition. Other than that, we take creative licence in transforming the event space into whatever’s inspiring us. In this initial ideation stage, we’re looking for general inspiration rather than specifics. That begins by establishing the tone of the occasion. Whether you’re hosting a customer appreciation event or a conference, this will help you nail down the overall vision for the theme and the event’s brand and design. Here are a few examples of how you might identify your event’s tone: Fun, quirky, creativeProfessional, sophisticated, suave Dark, moody, mysterious This year, we wanted the event to reflect the phrase "I choose chocolate"—a concept of embracing whatever life brings you. To us, this optimistic outlook was best brought to life through a fun, inspiring, and whimsical event experience. Once we have a general concept nailed down, our first step is always brainstorming themes. We begin by assembling 2-3 mood boards, incorporating elements of colour, typography, imagery, and decor that help us visualize the creative direction. Here’s a sneak peek at what that looks like. Mood Board 1 — WCD's Chocolate Factory Mood Board 2 — Chocolate-Western Chic Ultimately, our team chose to run with the first mood board—and our Wonka-inspired West Canadian Cup began to take shape! Step 2) Plan the on-site experiences The Welcome Creating immersive on-site experiences is our key to making each guest feel special from the moment they arrive. At the West Canadian Cup, we start with a welcoming experience that sets the tone for the entire event. This includes branded nametags, thematic welcome signage, and a signature welcome cocktail inspired by our theme of the year. Welcome name tags personalized to each guest. Custom event cocktail to greet guests. Welcome floor decal made with removable, non-damaging vinyl. The Entertainment Next, we focus on the entertainment experiences—the heart of our event. Hosted at Spruce Meadows, the West Canadian Cup always involves an equestrian competition, but we elevate it by adding elements like a custom photo backdrop inspired by our event theme, allowing guests to capture and share their memories. We include interactive experiences such as a blind Calcutta auction that adds an element of excitement and engagement. Photo backdrop designed and produced by WCD. Branded tablescapes including custom-designed Calcutta instructions. A whimsical spread by Great Events Catering. The Parting Gift Finally, we leave our guests with a lasting impression by creating takeaway gifts that are both meaningful and on-theme. This year, we crafted personalized print products including custom-branded mugs in-house, which we filled with gourmet chocolate as a sweet reminder of a day to remember. Guest giveaways featuring mugs custom-made at WCD. Step 3) Weave the theme through every detail Event Decor To truly make an event memorable, we weave the theme through every detail. This starts with the event decor, where we integrate colours, textures, and elements from our mood board. At the West Canadian Cup, this includes florals and centrepieces that feature whimsical Wonka-inspired elements. Wonka-inspired florals. Event Print and Signage They say it's all in the details—which is why we weave the theme throughout the event signage and print materials as well. We design and produce branded menus, programs, and table numbers that carry the essence of our theme, serving both a functional and thematic purpose. WCD's print and signage operations are now part of Cober Solutions, offering expanded national capabilities. Find out more >> Custom-designed menus and signage materials. Small table details that bring the theme to life. Wonka-inspired candy bar to wow the guests. Ready to craft your next unforgettable event? If you need a little creative juice to design the theme for your next corporate event, lean on our WCD Creative team to help bring it to life. From conferences and tradeshows to customer appreciation events and more, we specialize in crafting unique, memorable event brands that are sure to wow your guests. Sound like what you're looking for?