Document Management Case Studies
A Unique Specialist Calibration Laboratory uses Document Manager
Tucked away in a hillside, you’ll find one of the world’s most specialised laboratories working in density metrology – an extraordinarily niche field.
HR Document Management Case Study: Sytner
Sytner Group Ltd, a leading automotive retailer, sought to modernise its Human Resources (HR) document management system to enhance efficiency, ensure compliance and reduce reliance on paper-based storage.
Document Logistix helps Hillcrest Group with rapid digital transformation in Accounts (AP)
Profile:
One of Scotland’s largest providers of social housing.
Document Logistix helps Markerstudy with complex data migration following Co-op Insurance acquisition
Profile:
Markerstudy Insurance Services Limited offers insurance products and complementary services, and is part of a group of highly innovative companies primarily associated with insurance brands. Established in 2001 and employing around 3,500 staff in locations throughout the UK, the Group is proud of its track record as an appointed Investor in People Gold.
Document Management - DHL
Profile:
DHL was founded in 1969 and has subsequently revolutionised the world of logistics. Today, DHL is the world’s leading logistics company, with 380,000 people working in more than 220 countries and territories to help customers cross borders, reach new markets and grow their business … or simply send a letter to loved ones.
Key Drivers:
- EU GDPR compliance
- Business process efficiency
- Digitisation Green operations
Document Management - Avara Foods
Profile:
Avara Foods is one of the UK’s largest food businesses, supplying chicken and turkey to the nation’s most popular supermarkets and restaurants. The company has 7000 employees whose records are managed by 110 HR staff.
Key Drivers:
- Standardising electronic HR processes
- Digitising legacy system records
- Improving speed of document access
- Business process efficiency
- Improved governance and compliance
FirstPort streamline processes
Profile:
FirstPort Property is a leading provider of property – related services in the UK.
Key Drivers:
Unacceptable levels of paper stored in the office taking up valuable floor space. Security of documents across various offices throughout the UK.
Derby College installs digital document management for efficiency, cost savings and assured compliance
Derby College installed an electronic document management system to improve document access, achieve assured regulatory compliance and save on warehousing.
Derby College uses digital records management to manage student enrolment and student records throughout their time at the college.
The system is also used extensively in back office functions where it is integrated with HR systems.
Electronic document management has generated big savings compared with historical paper-based system and physical storage, and enables the College to comply with education regulatory standards with automation and comprehensive audit trails.
Document Logistix Helps The University of Oxford to Digitise Records
Profile:
As the oldest university in the English-speaking world, Oxford is a unique and historic institution. There is no clear date of foundation, but teaching existed at Oxford in some form in 1096 and developed rapidly from 1167, when Henry II banned English students from attending the University of Paris. The University was looking to digitise hand-written paper-based student records.
Key Drivers:
- Capturing 500,000 hand-written records
- Standardising records’ format
- Preserving University heritage
- Improving admin efficiency
Queen’s University Belfast implements Document Management Solution
Profile:
Queen’s University is in a Russell Group University contributing 1.9 billion to the UK economy.
Key Drivers:
Achieving Corporate Plan Objectives, Compliance, Environmental and Process Improvement.
Document Management - Covéa Insurance Case Study
Profile:
UK – based insurance group offering Life Insurance,Payment Protection,Commercial Insurance, Health and Household Insurance.
Employs over 300 people at two main sites.
Key Drivers:
Automated processing of inbound mail. Storage of customer files. Automation of internal filing processes.
Gateway Community College
Profile:
Document Logistix helped Gateway Community College go paperless when the College relocated to its new-build location. More than 1800 learners generate many thousands of documents. Administrators and Teaching staff require access throughout the pupil journey from enrolment to course allocation.
Key Drivers:
Enrolment and student records management efficiency, paperless commitment, time and cost savings, secure access for multiple stakeholders, enhanced compliance to meet internal and external audit requirements.
District Attorney’s Office, Waller County. Digital legal document management.
Profile:
District Attorney’s office needed to increase information transparency and eliminate intense manual processes in compliance processes. Legal departments recognise innovation in the installed document solution.
Key Drivers:
Legal matter transparency, admin efficiency and effectiveness
Document Management - Texas Department of Public Safety
Profile:
Created in 1935, the agency is responsible for maintaining public safety in the state of Texas ranging from supervising traffic on rural highways to preserving the peace and investigating crime.
Key Drivers:
The TxDPS needed an ECM solution that could solve disparate systems, interest penalties for lack of timely invoice payments, with everexpanding requirements and document volumes – to meet new state statutes and law enforcement practices.
The University of Huddersfield’s Human Resources Department Implements Document Management Solution
Profile:
The University of Huddersfield is a public university located in Huddersfield. West Yorkshire, England. It has been a university since 1992, but has its origins in a series of institutions dating back to the 19th century.
Key Drivers:
The University required digital document management integration into their HR solution, iTrent, which Document Logistix provided through its longstanding partnership with MHR.
Eliminating housing association paper records and improving workflow
Profile:
One of Scotland’s largest providers of social housing.
Key Drivers:
Reduction in volume of paper stored, in advance of a move to a new HQ.Improved flow of documentation around the association’s various offices.
HR Document Management – Robroy Industries
Profile:
A multi-site US manufacturer of electrical and oilfield products.
Key drivers:
Audit compliance, administration efficiency, staff and candidate satisfaction, and cost reduction.
Document Management for TNT Express
Profile:
European market leader in business – to – business, global express and international mail services.
Key drivers:
To save office space by removing paperwork. Secure online signed PoD access
Document Management for Medical Equipment Manufacturer
Document Management for Specialist Risks Firm
Profile:
Specialists in high risk scheme insurance.
Key Drivers:
To be able to store live documents, scan client files and store all live documents electronically. Integration with in-house system. Immediate access to any file or document. Reduced time in processing documents.
Document Management at Glossbrook Builders. Building and Construction.
Profile:
Glossbrook Builders have been building affordable, quality properties for clients in Dorset, Hampshire and the surrounding area for over 25 years. The company employs over 40 staff and generates large volumes of paper documents in its day-to-day business.
Key Drivers:
To optimise storage facilities and cut down on paper.
Document Management solution for Accountants Hillier Hopkins
Profile:
Regional accountancy firm employing over 100 people, covering London and the Home Counties. Established in 1933.
Key Drivers:
Improved information access and reduction of costs.
digital Document Management System for Central England Co-Operative Society
Profile:
Largest independent regional co-operative society in the UK.
Key Drivers:
Provide consolidated central document management solution to the diverse group of businesses. Reduce reliance on paper documents. Reduce spend on third-party scanning and in dexing services.
Document Management System for The Access Bank UK Limited
Profile:
The Access Bank UK Limited provides a range of Personal and Corporate Banking products and services including Trade Finance.
Key Drivers:
Simultaneous access to documents without having to wait for the file. Reduction in misfiling. Fast access to documents.
Digital Document Management success
Profile:
Milk and dairy product distributor operating across central and Southern England.
Key Drivers:
To have apaperless office and reduce storage of paper in the office. Tight integration with IRIS Exchequer.
Paxar clothes itself with Document Manager and Workflow
Profile:
Paxar Corporation is a global leader in providing innovative merchandising systems for the retail and apparel industry.
Key Drivers:
To be able to meet payment deadlines. To stop documents ‘disappearing’. To keep up with paperwork.
Direct Wines Accounting Document Management Case Study
Document Management for Direct Wines accounts dept. The Direct Wines accounts team handles in excess of 2,000 non-stock related supplier invoices and documents each month for everything from IT services to electricity supply. This invoice handling had previously been done via a completely manual system that was difficult to control and making payments slow.
Profile:
To streamline the operation of the accounts payable department.
Key Drivers:
Owners of the Laithwaites and Sunday Times wine club brands. Direct Wines was established over 30 years ago and now has an annual turnover of more than £200 million. Other drivers were PoD processing management, dispatch note processing, delivery note processing, workflow and electronic archiving.
Digital Document Manager transforms the University of Birmingham
Profile:
Reduction of paper archive, Staff Efficiency and Accelerated Document Access & Distribution.
Key Drivers:
Over 15,000 students from more than 150 countries.
Document Management - American Bank of New Jersey Case Study
Document Manager streamlines document archiving at American Bank of New Jersey. Established nearly a hundred years ago, American Bank of New Jersey provides a traditional community save and loan service. The bank provides the finest financial products and services available, backed by the latest technologies.
Profile:
Established nearly a hundred years ago, American Bank of NJ – provides a traditional community savings and loan service.
Key Drivers:
Provide enterprise-wide document and image management, deliver competitive advantage, empower staff to provide better customer service.
Case study: Documents under control for the Virginia State Police
Profile:
Public Service organization servicing a 90,000 population across 550 sq. miles. Manned by 135 officers and support staff, Floyd County provides key community services.
Key Drivers:
Minimize manual processes, eliminate inefficient paper system, create additional office space by eliminating shelving system.
Document Manager protects law enforcement files
Profile:
Public Service organization servicing a 80,000 population across 330 sq. miles. Manned by 110 officers and 30 support staff, Walton County provides key community services.
Key Drivers:
Minimize manual processes, store multiple documents types, eliminate inefficient paper system, create additional office space by eliminating shelving system.
DHL uses our Document Manager software to automate business processes
Profile:
Global provider of business logistics solutions to clients in a wide range of industrial sectors.
Key Drivers:
To streamline the process of capturing/processing employee data from the “Tell it how it is” surveys.
Document Management for Ceva Vehicle Fleet Maintenance
Profile:
Ceva Logistics is the country’s leading business-to-business express delivery company. The Company delivers hundreds of thousands of consignments every week in excess of 100 million items per year.
Key Drivers:
To remove piles of paper and rows of filing cabinets from the office. Time management, to improve staff efficiency. File of documents, including ownership forms, contracts and a variety of other material.
Document Management for Ceva Logistics
Profile:
Ceva Logistics provide services across the full supply chain, for production facilities, manufacturers and retailers.
Key Drivers:
Cost savings, improved staff efficiency, increased document security.
Document Manager helps streamline Self Assured
Profile:
Independent law firm in the City of London. With 290 lawyers, Macfarlanes handle complex and high-value global transactions.
Key Drivers:
Removal of paper from the office. Faster document processing and distribution. More effective and secure archiving. Improved document search.
Manufacturer Spirax Sarco gets firm grip with Document Manager
Profile:
Spirax Sarco provides knowledge services and products for steam heating and process plants to a global customer base.
Key Drivers:
Time saving for the accounts payable and general ledger departments, improved security for documents, elimination of paper from the office.
Document Management for Specialist Risks Insurance Company
Profile:
Specialists in scheme insurance.
Key Drivers:
To be able to store live documents, scan client files and store all live documents electronically. Integration with in-house system. Immediate access to any file or document. Reduced time in processing documents.
Vehicle leasing company selects Document Manager
Profile:
A vehicle leasing company that serves 20,000 UK businesses, including two-thirds of the FTSE top 100 firms, has selected Document Manager.
Key Drivers:
Elimination of misfiled/lost documents. Immediate access to up-to-date documents by people working in multiple locations. Integration with legacy systems.
Cutting down on storage and streamlining business processes for retailer
Key Drivers:
“Our office was getting too small to hold all our invoices and processing documents. Office space was being taken over by filing cabinets. We knew that using a digital document management system would reduce our storage needs.”
Filing and retrieving documents was time-consuming, and was impacting staff performance. Staff found the system particularly frustrating when dealing with telephone enquiries.
Document Logistix help police force achieve efficient document management.
Profile:
UK regional police force.
Key Drivers:
A county police force needed to overcome out-dated paper document handling and filing systems that incurred high costs and compromised performance. The force chose Document Manager to solve its document imaging and archiving challenges.
New document management solution for oldest members’ association
Key Drivers:
Members association adopts digital document management to eliminate paper processes, improve staff efficiency, manage peak sales periods and enhance compliance measures.
Document Manager improves staff efficiency at a city college
Profile:
City college seeking best-of-breed document management to enhance new campus.
Key Drivers:
The college was looking to implement a strategy to reduce its costs, streamline processes and reduce its carbon footprint, while operating across multiple sites, with a total of 10 college locations and 50 remote delivery locations.
Document Manager reduces the risk to insurance firm
Profile:
Specialists in scheme insurance.
Key Drivers:
To be able to store live documents, scan client files and store all live documents electronically. Integration with in-house system. Immediate access to any file or document. Reduced time in processing documents.
Document Management for Solicitors
Profile:
One of the longest-established commercial and family solicitor firms.
Key Drivers:
Document Logistix helps Solicitors to eliminate paper filing and to integrate with legal case management systems.
Document Management – Not For Profit, Charity Case Study
Profile:
The largest independent provider of funding to respiratory research in the UK. A major provider of support to doctors and sufferers of respiratory conditions.
Key Drivers:
Compliance with Gift Aid audit trail requirements.
The charity was unable, with the paper filing system, to easily provide a complete audit trail for each of its Gift Aid claims because it was almost impossible to quickly link an individual claim to all the relevant paper records.
The charity entered a formal process to procure a document management software system that would address the challenge of providing the accurate audit trails required to secure its Gift Aid tax claims.