Prior to using a professional document management system (DMS), the company had been placing files in a simple folder structure on the server. Over the years, a huge number of documents had accumulated from their Development, Quality Assurance and Sales departments. This included production records, technical drawings, email and contracts – which were partly in English and partly in Chinese. Since individual project groups each organized their own storage on the server, the folder structures and access rights varied greatly. Even employees from the same department didn’t always know where they could find important documents. This all meant that long search times or inquiries to colleagues were the order of the day.
The storage structure in Windows folders was also a big problem for efficient version management. In Development and Quality Assurance, project documents are constantly updated and changed. Instead of properly managing the versions of existing documents, files were often simply overwritten or duplicated, without recording the changes made beforehand. If documents needed an approval by a supervisor, a lot of data was often sent back and forth by e-mail. Team members wouldn’t learn about new versions of important documents until much later (or never!).
When it became clear that their situation was no longer viable, the Southeast Asian company began looking for alternatives for their document management. Apart from the ease of use and scalability of the solution, they were also looking for a multilingual user interface and on-site support in Singapore. From various references given to them by their local DocuWare Partner, Hydratech Industries finally became aware of DocuWare – within a few weeks, they opted for their DMS.