Saving valuable time
Creating a seamless link between the Document Imaging and Accounts Payable departments resulted in significant time savings. The staff no longer prints and scans 300 multi-page emails in an average day or up to 700 a day towards the end of the month. Now DocuWare creates an Oracle-stored link so that when Accounts Payable staff needs to process invoices, they open the emails and click on the links "and then approve or reject items. "The Accounts Payable Department and my department have a combined savings of over 8 man hours a day. DocuWare enables us to work more efficiently," emphasizes Holmes, adding that the company hasn't eliminated any positions. "We enabled them to do their work faster and more accurately. They no longer have to create invoices and start all over again." Currently, Buffalo Rock stores close to 50,000 documents, processing over 5,000 invoices monthly. The integration also resulted in savings on paper and ink. "My department alone would probably go through a case of paper a week," Holmes recalls. Now the only paper items are the regular postal mail materials.
Expansion to other departments is on the horizon
Their success with DocuWare encouraged Buffalo Rock to consider further integrations with other systems being used by other departments. The next project would be to integrate DocuWare with the system used by Accounts Receivable, which stores and manages documents from the company's customers as proof of delivery. "The plan is to use DocuWare for all our additional imaging needs," Holmes says.
