Document Management Concept...Case Studies...Sudhoff

Building a new logistics center was an important factor in opting for a document management system: they needed to eliminate the space-wasting paper archive and make their business processes flow more efficiently. They chose DocuWare because of its excellent price/value ratio, its Axapta inter-face and the competence of its regional sales partner. But ultimately it was the DMS program’s workflow functionality that tipped the scales. The system was implemented in 2004, beginning in the warehouse, and gradually expanded based on record type. Connecting all of these concepts was the creation of a central DocuWare archive. Implementing this document management system (DMS) was handled in phases according to the different types of records processed, beginning with those generated in the Shipping area – here the potential for quickly improving efficiencies in their processes was considered largest. Shipping slips for outgoing packages were previously presorted by serial number and then placed in paper folders. Since the slips would return for filing at different times after a shipment was completed, the sorting process was tedious and ripe for errors. If a customer called to track a shipment, an employee in the warehouse would have to waste time to go through all of this documentation to find the answer.

New Process
Today, outgoing shipping slips are stored right after a shipment leaves. Using a powerful Panasonic KV-S2026C Scanner, they are captured as a stack and stored in a central document pool. With a self-programmed software module, a message is automatically sent in real-time to their ERP system. To answer customer queries about a delivery date, employees can check within their Microsoft Axapta system with a few mouseclicks if their shipment has left the facility. More detailed information about the shipment can be accessed from the central document pool, such as information about the exact time a shipment left or the shipping method used. Considering the approximately 70,000 outgoing shipping records and about 60,000 outgoing invoices (accounts payables), IT Specialist Morschhauser has said the economies of scale achieved through the new system has been enormous. “Not only the huge mountain of paper has disappeared – many of these outgoing documents had forms containing three copies! But because of the higher level of transparency throughout our warehousing processes, we are now saving at least 3.5 hours of precious work time per day.“

Because of noticeable improvements in efficiency and by recapturing the space from our paper archive, our investment of 57,500 Euro in the DMS was amortized in about 1.5 years,” according to Morschhauser.

· Electronically store incoming documents and approx. 130,000 outgoing proof-of-shipping slips and invoices Improve information access between regional offices Integrate Act! by Sage and Paperport by Nuance

· Integrate Tablet PCs

· Significantly improve processes

· Restructured invoice approval process, improving employee accountability Better Service

· Proactively respond to warranty issues

· Improved lien process

· All regional offices have instant access to accounting information

· Improved cash management and internal controls

· Manage growth without adding costs

· DocuWare is a key part of McBride’s disaster recovery plan

Thanks to Document Management, the company sudhoff technik has greatly improved workflows in its warehouse. Employees in Quality Control are also using Tablet PCs to access the central document pool. Above all, this wholesaler