Since Sebald Cement has a powerful IT infrastructure and server capacities, the company decided to implement an on-premises system. Together with their DocuWare Partner, they developed a solution concept that defined digital workflows and locations for a total of five document scanners. As part of the technical implementation, data exchange between DocuWare and Microsoft Dynamics was ensured via standard interfaces. At the same time, a DocuWare button was integrated into the accounting software Varial Financials, allowing quick and convenient access to the central document pool.
Completely digital document processing
The start of the project heralded the final change from an analogue, paper-based approach to completely digital document processing. Today, incoming invoices are collected centrally and stored together with email invoices in electronic trays after digitization. After approval by a division manager for each responsible department and additional verification by management, payment is issued by the Accounting department. In the past, paper-based processing was often tedious and documents were often lost. Today, the processing status can be transparently checked at any time at the push of a button and - if necessary - accelerated by reminder emails. In the same way, the staff today can display all documents of a project clearly on the screen instead of having to search for project documents in different folders. The number of documents stored monthly in the central document pool is estimated at 8,000 to 12,000, depending on the season. In addition to incoming invoices, large numbers of outgoing delivery slips acknowledged by the recipient are scanned and automatically indexed.
More time for the essentials
Today, all users from the 20 different company divisions are relieved of their search and filing tasks by the DMS. Now they can devote themselves entirely to their core administrative tasks. Even the introduction of the software never hindered ongoing business operations , which makes it an easy decision to expand the central document pool into other company departments. A project team is examining expanding the system to include digital HR/personnel files and are developing concrete proposals for practical implementation.
