Document Management Case study
<< stuck to each item, this allows us to
Across the Duggan Steel
trace back to the original piece of steel, the
Group, 100,000 tonnes
of steel-based product is
supplier and the test certificate when required.”
sold annually, with some
20,000 tonnes always
Compact and reliable in stock ready to be
Following a competitive tender, Duggan
delivered.
Steel selected Filestream’s EDM solution
because it offered value for money, had the
capability to add bar coding, workflow and In terms of stock control,
reporting modules to the system (all of all test certificates are now
which have been purchased) and used a scanned for easy search
familiar Windows-based GUI so that minimal and retrieval, along with
user training would be required. Responsive bale IDs, in case of
reseller support from Woodsoft was also changing the way that Duggan Steel subsequent damage. Similarly, from an
a factor in the choice. Eight duplex Kodak operates day-to-day, delivering considerable administrative perspective, wage slips, and
i1220 workgroup scanners have been organisational efficiencies and cost savings. supplier credit applications are today stored
installed at Duggan Steel’s main sites in the In the centralised purchasing department, electronically. The EDM project allows
Kilkenny area (Tullamaine and Kilkenny City) a laborious and inefficient paper chain of Duggan Steel to immediately shred
for use by staff involved in purchasing, handling some 4000 supplier invoices paperwork once it has been scanned, with
sales, stock control and administration, in annually has been removed. “Historically, only the customer signed proof of delivery
a deal worth £35,000. “Compared to the a supplier’s invoice would arrive at HQ, docket now kept for 7 years for legal
flatbed scanners we originally had, the be sent via courier or internal post to the reasons. The company is back scanning
Kodak scanners are compact, reliable, easily respective businesses for sign off and then ‘old’ documentation into the system and
be returned back for final shredding this material as well. Since
payment and filing – a January 2008, 26,000 documents per
process which could take month have been scanned, equating to
up to 3 weeks,” said Flavin. 130,000 older items now available online.
“Now, this is completely
automated, utilising the Jolyon Wilkinson, Filestream’s sales director,
workflow incorporate into explained other benefits, “Duggan Steel has
Filestream. So, when an been able to reduce the number of people
invoice is received, it’s involved in paperwork management from
scanned and sent instantly three to one, with the other staff redeployed
to a manager with an elsewhere in the business. Paper produced
onscreen ‘pop up’ and as part of day-to-day trading has reduced
email alerting its arrival. considerably, and the speed of information
Staff can then digitally retrieval is almost instantaneous whereas
authorise payment, and previously it was estimated that 14 hours
the document stored on per week were spent by administrative staff
the system.” looking for paperwork. The company has
been able to convert storage areas into new
Sales staff are the biggest office space, and reckons that, given these
users of the scanners as benefits, that the system will pay for itself
there are six documents within 15 months.” Similarly, sales staff now
associated with each sale, have up-to-date information available
four of which are scanned – securely on their laptops when visiting
handle the paper throughput quantities and picking list, loading docket, delivery docket, clients, which makes them far more efficient
offer great quality images even if set at low and proof of delivery form. The other two and effective. Moving forward, Duggan Steel
dpi,” said Flavin. items, invoice and statement, are produced will add additional workflow capabilities to
automatically by the Sea Change ERP Filestream to improve staff collaboration in
Running on two dedicated Microsoft SQL system and stored straight into Filestream. other departments and is considering
Servers, one based at each main Kilkenny As Duggan Steel produces some 50,000 offering searchable CD-ROMs to larger
site for resilience, the Filestream EDM sales invoices per annum, this means clients containing statements along with
system and Kodak scanners are radically 200,000 scanned items yearly. other client specific information. circlesolid
52 IT RESELLER – JUNE 2008
www.itrportal.com
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