The company’s leadership decided to create an electronic archive with the help of DocuWare’s sales partner, DMS Vertriebs GmbH, based in Wetzlar, Germany. Employees in Order Processing tested the fully automatic filing system for records handled by their ERP system, MFG/PRO from QAD.
Within two weeks, the document management system (DMS) was working flawlessly. “We didn’t have to put much effort into it,“ according to the project’s manager, Horst Imhof. Six Fujitsu 3092 scanners and one Canon DR3060 scanner were purchased and one Windows NT-Server was installed for use with DocuWare. The electronic archive’s data is stored on hard disks, while all data, which is older than two years, are moved to DVD. In total, the company invested 70,000 Mark at that time into its DMS project – a sum that was amortized in two years.
Today, all of the company’s departments are using the central document pool: Sales, Production, Quality Control, Accounting, Maintenance, Shipping and the Warehouse. Every day about 200 processes – that involve up to 600 sheets of paper – are archived. Various records generated by the ERP system, such as order forms, shipping documents, accounts receivable invoices used to be printed out, photocopied, holepunched and placed in binders. Now the process happens fully automatically, and all these documents are indexed, using built-in customer numbers and names, organized and safely stored. Any authorized personnel can then access these same documents with a click of a mouse. Invoices can still be printed and sent by mail to a customer. Records from the central document pool can also be printed into an electronic basket and then sent by fax or e-mail using the communication software Tobit. Loads of time and paper are saved.
Even accounting records such as schedules, protocols or reports are automatically stored. Spool data that is generated during the printing process is imported. Index criteria are filtered out for later searches and a document is then automatically stored in the accounting department’s file cabinet. Other external documents such as accounts payable invoices, packing lists or production papers are labeled with a barcode. After they make their way through the necessary departments, they are scanned and then also stored. Before, employees had to run into a storage room and look for certain documents in order to respond to customer inquiries. Today, they can see right on their monitors if a packing list has been fulfilled, if a delivery slip has been signed, or if a shipment has already left the building. So any questions can immediately be answered on the telephone. Not only does this mean a savings in time, it means truly enhanced customer service.