Canon Solution: imageWARE Document Manager and imageWARE Scan Manager

General Overview

Casino and gaming establishments are primarily engaged in operating facilities that offer table wagering games along with other gambling activities, such as slot machines and sports betting. The operation of any casino is complex. From casino resorts to stand-alone casinos, there are many multifaceted departments that perform a multitude of tasks to make operations transparent to guests and/or players. Providing the best possible guest/player experience increases the casino’s chance of winning repeat business and customer retention. This is a key point to a casino’s strategy and success. It’s as important as its theme and service offerings.

A recent policy change made by the Nevada Gaming Commission and State Gaming Control Board now allows casinos to utilize electronic document management and content management systems to help automate, process, and store their cage documentation. Previously, casinos had to store such documentation in its original paper format for a minimum of five years. As a result, storage costs were extremely high for both large corporate-owned and small business-owned casinos alike. On average, Nevada casinos spend $1.5 million dollars a year to store their cage documentation either on- and/or off-site.

Customer Workflow and Issues

With such staggering documentation storage costs, a casino’s document retrieval procedures and expenses fare no better. Document retrieval is an important aspect of a casino’s audit procedures, and cage documents—such as winning tickets, ledger reports, and cash reports—must be made available to both internal and external auditors, many times on demand. These audits were very time-consuming for the customer (the owner of four separate Nevada casinos); each time one was  performed the auditor would request a three-month period of work and then review each document, one at a time. Without on-demand access to cage documents, document retrieval was slow and became a laborious and costly task for casino staff to retrieve, particularly if the documents were stored at an off-site facility.

The customer understood what the impact of this change in policy meant for its casinos and how this change could reduce costs and improve processing associated with document storage and retrieval workflows. Given the average cost associated with storing cage documentation, the cost-savings from implementing an electronic document management system in each of the four casinos was anticipated to easily pay for itself within the first year.