The main requirement for the DMS project manager had before deciding upon a document management system was that the integration process of the GODIS/400 ERP in the IBM i520 system. Compared with two competitor products, DocuWare stood out both in terms of functionality as well as userfriendliness.
The aim was to digitalize almost all business documents throughout the company, starting from customer queries to offers, material certificates, orders, parts lists and delivery notes right through to incoming and outgoing invoices (totaling some 53,000 a year). On top of that, e-mails relating to accounts and faxes entering via the TOBIT fax server had to be filed with the relevant documents in the central document pool. The plan was also to process orders electronically – from a customer order through to the delivery note – using document workflow processes. The fact that orders for iron products are processed differently from steel products meant it was necessary to develop complex process flow diagrams and implement them electronically.
The DMS project started in October 2008. Around 30 employees at the Antwerp headquarters and at the branch offices in Mol and Hemiksem have access to the digital archive. The workstations of 13 employees who frequently access the document pool on a daily basis have been equipped with a second 24” screen. One high-performance Fujitsu FI-6230 scanner has also been installed at each of the three locations. Paper-based documents, e.g. incoming invoices, receipted delivery notes and parts lists, are filed centrally at each incoming mail office; the incoming documents are classified using bar code labels.
Some documents, such as parts lists, are already printed with a bar code and forwarded to the warehouse staff where they receive handwritten annotations if necessary. They are then scanned and assigned to the relevant procedure using the bar code.