How a company streamlined NetSuite storage costs and boosted efficiency with Excelym’s File Cabinet Archiving Solution

The Rainforest Alliance, an international non-profit dedicated to protecting forests and improving rural livelihoods, is always looking for innovative ways to optimize its resources. Known for its green frog seal on products like coffee and cocoa, the organization certifies that these goods meet strict environmental and social standards. With a mission to create a more sustainable world, every dollar saved on operations can be directly reinvested into their impactful work. Recently, they found a game-changing solution in Excelym’s NetSuite File Cabinet Archiving Solution, which helped them save costs, streamline processes, and scale their operations more efficiently.

The Challenge: Rising Costs and Limited Storage in NetSuite

As a global organization founded in 1987, the Rainforest Alliance generates a significant volume of data daily—from contracts and invoices for certified farms to compliance reports. Initially, they relied on SAP Concur for expense management and data storage. However, the high costs of maintaining SAP Concur and its limited ability to handle their growing data became a pressing issue.

Simultaneously, the storage capacity of NetSuite’s standard File Cabinet was proving insufficient, forcing the organization to explore costly upgrades. With a need to archive massive amounts of data related to certifications and partnerships securely and cost-effectively, the Rainforest Alliance sought a better option.

The Solution: Excelym’s NetSuite File Cabinet Archiving Solution

The Rainforest Alliance decided to sunset SAP Concur and fully migrate their data to NetSuite. To address NetSuite’s storage limitations, they implemented Excelym’s NetSuite File Cabinet Archiving Solution. This tool provided a seamless way to archive files to their own external cloud storage platforms, such as Amazon S3. By leveraging this solution, they connected their NetSuite system directly to their chosen cloud provider, allowing them to archive files efficiently while maintaining accessibility through NetSuite’s interface.

How It Worked

Excelym’s File Cabinet Archiving Solution offered an automated and user-friendly process that allowed the Rainforest Alliance to:

• Archive Data Effectively: Large files, such as certification documents and farmer contracts, were automatically transferred from NetSuite’s File Cabinet to their Amazon S3 cloud storage.
• Maintain Seamless Accessibility: Links to archived files remained within the NetSuite records (in their original location), enabling employees to access documents as needed without impacting NetSuite’s storage.
• Cut Storage Costs: By offloading data to their cloud storage, they avoided the steep costs of exceeding NetSuite’s native storage limits.

Supporting Their Mission Through Innovation

For the Rainforest Alliance, this transition was more than a cost-saving measure; it was a step toward smarter resource management. By reallocating funds saved from operational expenses, the NGO could channel more resources into its core mission—protecting forests, empowering farmers, and promoting sustainable agriculture. Excelym’s File Cabinet Archiving Solution ultimately became a vital tool in helping them achieve long-term sustainability, both in their operations and in their environmental impact.

Conclusion

The Rainforest Alliance’s success story highlights how Excelym’s NetSuite File Cabinet Archiving Solution can provide tangible benefits for organizations managing large volumes of data. By addressing storage limitations and reducing costs, this solution empowers businesses and non-profits alike to focus on what truly matters.