Due to the company's growth, the central accounting office faced the daunting task of filing and storing mountains of paper, which was quickly becoming harder and harder to store. For example, incoming invoices are received at each of the six stores. Before the introduction of the DocuWare document management system, the invoices were copied and mailed to headquarters, where they were sorted alphabetically and by store. Unfortunately, from time to time some of these parcels got lost and most of the documents need to be stored for seven years. IKEA decided that a document management system would provide the solution they needed.
The company started down the path towards digitalization in 1992 by storing data on optical plates (MOD 502), using Canofile equipment. DocuWare's ability to import the documents from the optical plates into an electronic document management system was an important factor in IKEA's decision. A document management system was implemented to provide needed information safer, easier and faster.
Each of the 25 workstations in the accounting department are equipped with a PC running MS Windows software and a special accounting program called CODA Financials, which IKEA uses worldwide. At IKEA, around 30,000 incoming and 35,000 outgoing invoices, as well as 5,000 credit notes and 17,000 pay slips need to be filed annually. Additionally, IKEA needed to store bank receipts and general correspondence. Outgoing invoices, credit notes and pay slips are electronically stored as spool files.