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Case Study: Manufacturing

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Ewart-Ohlson manufactures precise parts for the aerospace, energy, steel, and automotive industries. Their Quality Control Department uses DocuWare to securely file documents pertaining to the manufacture of these parts.

Challenges facing a paper-based business

Ewart-Ohlson Machine Company specializes in precision Computer Numerical Control (CNC) machining, producing large-size parts in steel, aluminum, titanium, and other alloys for aerospace, energy, steel, and automotive industries. Originally founded in 1942 to serve the needs of the rubber industry, the company began working with the steel and automotive industries in the 1970s and has been in business for 60 years. Documents on each precision part produced by the company, must be stored for a number of years in compliance with the terms outlined in AS9100 compliance regulations. That requires accurate and secure record keeping. Before DocuWare was implemented, all records and paper documents had to be manually sorted and filed in a physical location. When staff in Quality Control or any other department needed to reference the documents internally or respond to requests by a customer, the search process was long and arduous, becoming a growing obstacle that had to be overcome.

 

The benefits of digitizing: speed and efficiency

Digitizing with DocuWare improved document filing and retrieval time. By securely storing files electronically in DocuWare, Ewart-Ohlson easily adheres to compliance regulations. Search and retrieval is now straightforward. With up to 300 pages of paper documents to be scanned and filed per week, the company appreciates the benefits of a digital document management system. As a small business with a staff of twenty, Ewart-Ohlson can now channel all resources on catering to the needs and manufacturing requests of their customers. The staff can work faster and much more efficiently. “File retrieval, which used to take upwards of 30 minutes per search, can now be done in under a minute”, says Brian Ewart, the company’s President. “Now that the process is managed electronically through DocuWare, we can find what we need faster.”

 

Country:
USA
Industry:
Manufacturing
Department:
Quality Control
Deployment:
On-Premises
Integration:
PSIGEN

It used to take a long time to file or retrieve our paper documents. Now that the process is managed electronically through DocuWare, we can find what we need faster.

Brian Ewart
President

Intelligent Indexing is a key feature

Intelligent Indexing is one of the most used features by Ewart-Ohlson’s DocuWare users. The Quality Control department receives many multi-page documents in shipments each week. On every document, there is standard required information such as an order number or a part number. Intelligent Indexing remembers, then recognizes the information needed each time and scans and saves it in a structured, easily retrievable format. The learned ability of Intelligent Indexing to instantly identify the most relevant information and save it as usable data saves valuable time and eliminates manual data entry errors.

 

DocuWare expansion and integration

After using DocuWare for over two years in their Quality Control Department, Ewart-Ohlson plans to expand it into its Accounting Department. The company also uses data capture software known as PSIGEN, which DocuWare will integrate with, so accounting staff will have to learn only one new application. This makes the onboarding process to DocuWare faster and easier with very little down time. “We’ve been using DocuWare successfully for a few years now and decided to expand its use to our accounting department,” Ewart says. “We are working on that implementation process now.”

 

We’ve been using DocuWare successfully in one department for a few years now and are in the process of expanding use into our accounting department.
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