Digital change in the grating industry - successful document management
Mr. Stephan Reichel, Managing Director of K60 Gitterrostsysteme GmbH & Co.KG
As a manufacturer of gratings, K60 grating systems has a lot of important documents to manage:
Delivery notes, invoices, contracts, sketches or plans and much more.
Many inquiries come in by e-mail and are printed out, which amounts to an enormous amount of paper over the year. Orders are always printed with supplier data and then stored on the shelf together with the invoice after delivery.
This complete process means an extraordinary amount of paper and of course a lack of space.
In order to make the search easier and more efficient and to minimize the flood of paper, K60 Gitterrostsysteme planned to digitize the documentation and incorporate the content into the internal archive database - the company was looking for a suitable document management system.
Manual processing became too time-consuming over time, which is why automated archiving and information extraction was sought.
The biggest challenge for the company was to make information easily accessible and, above all, usable for more employees and groups of employees and groups of people (employees, business partners, customers, citizens).
The company's objective was to digitize existing paper documents, bring in process optimization and workflow control over all incoming and outgoing documents, automate a large part of the processes in the background and thus optimize the process.
Existing problems and tasks
In the past, information was only stored in paper form, but today there is a variety of information sources and documents in many organizations: e-mails, forms, sketches are just as much a part of this as electronic invoices and paper receipts, letters, delivery notes, contracts, etc.
The entire flood of information has become more inconsistent. Therefore, the most important task is to bring the analogue and digital units together. Documents that exist in paper form must be digitized and brought together with other information, such as the associated e-mails.
The case study, which was carried out together with the document management system PaperOffice, had the objective of minimizing paper consumption in order to save costs and storage space.
In addition, it was very important to find a solution to archive all the documents of a manufacturing process together, so that immediate information about project-related documents / orders can be made.
Just like carrying out automated archiving of documents and incoming e-mails, which should archive the documents in appropriate folders according to certain specified criteria and trigger additional workflows, such as assignment to the respective clerk.
Another objective was to be able to quickly search for documents from colleagues in the network.
"We had avoidable storage costs by storing documents in folders. In addition, the search for documents was time-consuming",
recalls Mr. Stephan Reichel, Managing Director of K60 Gitterrostsysteme.
"We just moved the work forward and now we have a head start."
Why K60 Gitterrostsysteme chose PaperOffice DMS
Mr. Reichel, Managing Director of K60 Gitterrostsysteme, first examined various software offers in relation to document management and ultimately decided to test PaperOffice DMS first.
PaperOffice DMS offers exactly the conditions that Mr. Reichel was looking for. These include:1. Solution for the internal central database on which the document management system is based. The data should not be saved on a single-user computer.
A central repository accessible to all administrative staff.
It was clear to Mr. Stephan Reichel early on that there was no way around digitizing his company:
"For a long time I was aware that there was no way around digitization, but we resisted it for a long time. Changes in company processes are usually pushed further and further into the distance, like going to the dentist. After the integration of the document management system was accomplished, I can definitely say that I should have done it much earlier."
2. Handling and automation of administrative tasks. The software must make it possible for tasks to be distributed over the network and for their processing to be carried out by the respective clerk.
Digital user authorization and password confirmation included.
At the same time, all employees concerned are informed about the processing status. Version storage makes it possible to trace which processing steps were carried out when and by whom.
"Already at the first appointment with PaperOffice you notice the 20 years of PaperOffice experience in the field of document management."
3. Retrievability and time savings. A simpler way was sought to digitize analogue documents and to make them easy to find when needed.
4. Merging project-related documents / orders. The software should be able to save process-related documents together or enable links to one another.
All documents for the business transaction, such as a purchasing process or installation with the corresponding delivery note, invoice, sketches, plans and any complaints about defects, should be managed centrally.
In this way, delivery notes, invoices and everything that belongs to the business process are saved in a folder or subfolder. Access authorizations can be assigned for each folder, either for groups of employees or for individual employees.
In addition, hyperlinks to the folder can be created and sent to employees.
In this way, authorized employees and cooperation partners can access it from anywhere at any time. Thanks to version control, the originator and time of each individual document change can be traced transparently: Queries are clarified quickly and unnecessary errors are avoided.
"The topic of digitization is becoming more and more noticeable in the grating industry. This applies, for example, to our parts lists or our plans, drawings and configurators. After the introduction of PaperOffice DMS, the manual effort could be reduced. We are now pioneers as a digital grating manufacturer.”
PaperOffice also has a virtual representation of documents in other folders. In this way, the document(s) can be displayed virtually in different folders without the original document having to be duplicated. This function is very useful if, for example, a document should appear in different projects, but you don't want to duplicate the document.
The possibility of accessing information from different perspectives ensures a higher level of clarity for all project participants and improves the ability of employees to provide information.
PaperOffice DMS met all the required criteria.
Benefits through digitization with PaperOffice
Thanks to the digitization of PaperOffice, k60 Grating Systems was already able to:
- Save time and resources
- Easy document access
- Availability of documents for each authorized employee
- Provide clear filing
The easier and faster availability of data and documents is changing the company's processes fundamentally and permanently. Administrative knowledge is now organized transparently and available at the right time.
In this sense, the basis for the digitization of all document-based processes is laid with PaperOffice DMS.
In addition to the general archiving process:
- Revision-proof archiving
- Optimization of organizational processes
- Better organization of documentation
- Faster document search
- Simplified communication and task solving
PaperOffice DMS today maps the entire workflow digitally.
For the time being, all delivery and invoice documents are recorded with powerful scanners, PaperOffice automatically recognizes the contact details and stores the documents accordingly in the electronic archive.
Employees can then access the documents via a simple user interface and entering various search terms - a full-text search is also available.
Thanks to the consistent use of the DMS, the grating manufacturer was able to significantly reduce the processing time required for an invoice, and at the same time the number of outstanding receivables has decreased significantly.
To conclude, we will answer a few commonly asked questions on the topic. "Grating manufacturer
K60-Gitterrostsysteme GmbH & Co.KG":
What tips would you give future PaperOffice users?
It is never too early or too late to deal with the topic of digitization.
The most important thing is to get an idea of the software but also of the company itself. It was important that we didn't feel compelled to purchase the software or sign up for any service and support packages.
Even before we acquired PaperOffice DMS, we spoke to all departments of the company and never felt badly treated. On the contrary: PaperOffice has a nice, courteous and competent team.
For us as a public institution, the process is becoming more and more complicated and involves a lot of bureaucracy. Therefore, trust in the system and the software was very important. Of course, it was also very important that the software was easy to understand.
Who would you recommend PaperOffice to?
We will recommend PaperOffice to all other companies that would like to digitize and automate.
What do you particularly like about PaperOffice?
We are very satisfied with everything.
PaperOffice is a lightweight yet powerful document management system.
Functions that seem meaningless at first, such as the automatic reading of document content, turn out to be the most important functions that you don't want to miss any more over a longer period of time.