In a surprise announcement today, the North Pole has revealed that it will “go paperless” for all of its Naughty and Nice List Records Management activities. In what is being widely heralded as an unprecedented move for the North Pole, it has selected an outside firm, eBizDocs of Albany, NY, to provide all services for this landmark project.
“We knew we had to make this change,” said Alabaster Snowflake, Administrator of the Naughty and Nice List at North Pole, Inc. (NP, Inc.). “The files were really beginning to pile up everywhere, and we were completely out of space for them. We had even started storing them in the reindeer stable. We had more papers than snowflakes around here!”
With a corporate policy that required NP, Inc. to keep records for the entire lifetime of over 1.9 billion children worldwide and new information flowing in every night from the Elf on the Shelf reconnaissance teams, the challenges were increasing by the minute. Even the archival storage facility at the South Pole was overflowing with files. “Those papers were taking over our nesting grounds,” said Mumble, celebrity SpokesPenguin for the Endangered Emperor Penguin Flock. “We love Santa and all, but the guys didn’t have enough room to hatch their chicks. We were getting ready to contact NatGeo to make a documentary to bring worldwide attention to the problem.”
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Retrieving information was also becoming very difficult. The Naughty or Nice Determinator Machine, once considered state-of-the-art, was slow and prone to breakdowns. The combined elf-hours needed to find the proper files each time a child asked Santa about his or her Naughty or Nice Status were taking a real toll on customer service capability. In fact, it was becoming almost impossible for NP, Inc. to keep Santa’s promise to make a list and check it twice.
The situation became critical when the North Pole lost an elf earlier this year. As Mr. Snowflake stated, “It was definitely not a jolly day at 0° latitude. One of our lead elves, Papyrus Mintix, was lost under a pile of papers that fell on him while he attempted to use magic to remove a file from the bottom of a stack of file folders.” He further added in an uncharacteristically solemn statement, “All we could see of him were his boots and just one mitten. We dedicate this project to his memory.”
“We couldn’t be more honored that eBizDocs has been selected to help Santa and his crew to better serve the children of the world,” said Howard Gross, president of eBizDocs. “My team and I are confident in our ability to preserve all of the historical records from The List. We will also make their ongoing processes more efficient and provide secure mobile access to the list for authorized personnel. This will allow Santa and his Elves to focus their energy on what they do best – bring love and joy to children everywhere.”
As part of the project, the eBizDocs team will be installing new high-speed Kodak Alaris scanners at the North Pole facility to replace the Determinator. They will also be busy connecting the remote offices and off-site Elf Teams to headquarters at the North Pole using their cloud-based document management solution. This approach will ensure that day-forward processes begin (and remain) paperless right from the start. In addition, the Document Imaging Team will be converting the billions of archival records into digital files and adding them to the database as they are completed.
“We selected eBizDocs based on their excellent service record and demonstrated expertise in the field of electronic document and records management. Their willingness to work with us to meet our needs and to protect the security of the highly sensitive documents we handle was also a key factor in our choice,” said Mr. Snowflake. Mr. S. Claus, CEO, added, “It was extremely important to me that whatever company we brought in, be of the highest character. Our Naughty and Nice List records are precious to all of us here at the North Pole. eBizDocs has been on the Nice List since it began, so I felt comfortable entrusting this project to them.”
Not only will NP, Inc. regain valuable workspace, they will see significant productivity improvements as well. The new system will allow Santa and his elves to find the information they need in seconds and provide accurate information when determining a child’s Naughty or Nice status. Improved communications with satellite offices and the elves working remotely will eliminate a mammoth amount of travel that has previously been required for the job. With 24/7 mobile access to the List, Santa and his elves can even go on vacation and be able to get to any of the records they might need at any time,” says Howard Gross. “It’s a win-win for everyone.”
Stay tuned for more updates on this exciting story as it unfolds!
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*eBizDocs was fortunate enough to find this North Pole footage through a publicly available video posted on YouTube, created for Keaghan by the folks at www.portablenorthpole.ca.