Case Study: Streamlining Document Updates for a Leading Industrial Heating Manufacturer

In this case study, we explore how we successfully addressed a significant operational challenge during the office relocation of a leading manufacturer of industrial heating elements, in business since 1949. The company faced the daunting task of updating address and contact information in numerous digital sales and marketing documents stored on a poorly organized network. They were faced with hiring several temp workers for weeks to meticulously comb through network folders, opening thousands of files to identify any containing incorrect information. We developed a custom script to identify and correcting outdated information across their entire network, saving them considerable time and financial cost savings. This solution not only provided savings but also ensured continuity and accuracy in their sales and marketing materials.

The Challenge

After decades of steady growth, our client, a prominent manufacturer of industrial heating elements, controls, and accessories, faced a significant operational challenge. The company recently relocated to a larger facility to accommodate their expanding operations. This relocation necessitated changes to their business's physical address and the adoption of a new branded 800 phone number.

With a sales-driven business model, both on-site and off-site sales staff heavily relied on various.

Sales and Marketing Collateral, including:

• Sales Brochures
• Flyers
• Sales Presentations
• Presentation Decks
• Product Datasheets
• One-Pagers

All these documents contained the outdated address and phone number information. Compounding the issue was the fact that these documents were stored on a simple network file storage system without structured file organization or a file management system.

The company faced the following primary challenges:

1. Identifying the documents impacted and their files location.
2. Understanding the number of documents impacted.
3. Updating these documents efficiently to reflect the new contact information.

The Solution

To address this complex problem, we developed and implemented a custom script designed to recursively scan their entire network storage. This identifed all documents impacted, their files location, and provided a final assesment. A comprehensive report was provided, throughout this project, to provided document visibility, including their specific file names and locations, as well as the pages containing the outdated information.

The implementation process consisted of:

• Directory access scanning files and retrieved a list of all files, filtering to include only the necessary file types.
• Iterating through each directory and file, opening and reading its contents.
• Implemented a search mechanism to locate the specific outdated text.
• Logged results, storing relevant data, and processed findings.
• Repeated the process for subdirectories to ensure a thorough search.
• Collected and outputted results in a structured format, preparing a final report.