Customer Background
Founded in 1985, Whitby Seafoods is a well-established, family-owned business and one of the UK’s leading suppliers of sustainable, high-quality seafood products. Their commitment to quality and sustainability has led to steady growth, expanding their operations across multiple sites in the UK.
The Challenge
As the business expanded, Whitby Seafoods faced significant challenges in managing their growing volumes of paperwork. Storing these records consumed valuable warehouse space, and retrieving specific documents was a time-consuming process, often taking hours of manual searching through boxes of archived material.
How Mastercopy Helped
Recognising the inefficiencies in Whitby Seafoods’ document management process, Mastercopy introduced DocFlow, a comprehensive digital document management system designed to streamline operations. The solution included:
- DocFlow Implementation: Mastercopy seamlessly integrated the DocFlow system into Whitby Seafoods’ existing processes, digitising their extensive archive of documents and records.
- Project Management & Training: A dedicated project team managed the entire implementation, providing thorough training to ensure that the Whitby Seafoods team could use the system effectively from day one.
- Data Migration: All historical data was carefully migrated into DocFlow, eliminating the need for physical storage and making it instantly accessible through a user-friendly desktop search interface.
- Remote Access: DocFlow’s capabilities became invaluable during the COVID-19 pandemic, enabling the finance team to access critical documents and continue working remotely without disruption.
The Impact
With DocFlow in place, Whitby Seafoods achieved significant improvements in operational efficiency:
- Space Optimisation: Archive storage requirements were reduced to a fraction of their previous size, freeing up valuable space for other business needs.
- Time Savings: The team now saves hours previously spent searching through physical archives, thanks to instant desktop search capabilities.
- Business Continuity: During the sudden transition to remote work in response to the COVID-19 outbreak, Whitby Seafoods continued to operate seamlessly, accessing and managing documents as if they were on-site.
Client Feedback
“Mastercopy have been able to scale their services to match the growth in our business, providing a prompt, efficient, and friendly service. Thanks to DocFlow, we were able to work seamlessly and access data as if we were on-site. I can concentrate on my other functions within the business knowing I do not need to worry about document management and all the technology surrounding it, as I know Mastercopy have taken care of it.”
Mark Teasdale, Financial Controller, Whitby Seafoods
The partnership between Whitby Seafoods and Mastercopy spans over 25 years, built on trust and reliability. By implementing DocFlow, Mastercopy has not only resolved Whitby’s document management challenges but also provided a scalable solution that supports their ongoing growth and operational efficiency. This case study exemplifies how digital solutions can transform business processes, ensuring that companies like Whitby Seafoods can focus on their core operations, confident in the knowledge that their document management needs are fully supported.
