DocuWare Case Studies Kim Transport Solutions: Faster Forward with Efficient Document Management

Edit This Case Study Record

	Kim Transport Solutions: Faster Forward with Efficient Document Management DocuWare

Kim Transport Solutions: Faster Forward with Efficient Document Management

DocuWare

Technology Category	Application Infrastructure & Middleware - Data Exchange & Integration
Applicable Industries	Transportation
Applicable Functions	Logistics & Transportation
Services	System Integration
Challenge	Kim Transport Solutions, a transportation service provider in Singapore, was struggling with the management of its paper-based documents. The company was dealing with a steady volume of over 60 paper documents per day, including receipts, invoices, order confirmations, delivery notes, credit records, and printed emails. The documents were often duplicated, leading to a cluttered and inefficient storage system. When customers had queries about invoices, employees had to manually search for the relevant documents in the paper archive, scan them, and send them to the customer. This process was time-consuming and inefficient. Read More
About Customer	Kim Transport Solutions is a young transportation company based in Singapore. The company specializes in providing transportation services to private individuals throughout the country, primarily serving corporate customers. Their services include shuttle buses that transport employees from the city center to more remote locations not connected by public transportation. The company deals with a high volume of paper documents daily, including receipts, invoices, order confirmations, delivery notes, credit records, and printed emails. Prior to implementing a Document Management System (DMS), all these documents were stored in paper form, leading to cluttered offices and inefficient storage and retrieval processes. Read More
Solution	Kim Transport Solutions implemented DocuWare, a Document Management System (DMS), to streamline their document management process. The DMS allowed the company to store all incoming and outgoing documents in a central digital pool, tagged with index words for easy retrieval. The user interface of the digital archive was designed to mirror their previous system of hanging registers and paper folders, making the transition from paper to electronic document management simple for the employees. The DMS also eliminated redundant document storage. Searches could be conducted using customer name, date, invoice number, or even vehicle type or route location. This allowed employees to quickly find the documents they were looking for. Read More Log in to view content
Contents

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Applicable Industries

Transportation

Applicable Functions

Logistics & Transportation

Services

System Integration

Challenge

Kim Transport Solutions, a transportation service provider in Singapore, was struggling with the management of its paper-based documents. The company was dealing with a steady volume of over 60 paper documents per day, including receipts, invoices, order confirmations, delivery notes, credit records, and printed emails. The documents were often duplicated, leading to a cluttered and inefficient storage system. When customers had queries about invoices, employees had to manually search for the relevant documents in the paper archive, scan them, and send them to the customer. This process was time-consuming and inefficient.

About Customer

Kim Transport Solutions is a young transportation company based in Singapore. The company specializes in providing transportation services to private individuals throughout the country, primarily serving corporate customers. Their services include shuttle buses that transport employees from the city center to more remote locations not connected by public transportation. The company deals with a high volume of paper documents daily, including receipts, invoices, order confirmations, delivery notes, credit records, and printed emails. Prior to implementing a Document Management System (DMS), all these documents were stored in paper form, leading to cluttered offices and inefficient storage and retrieval processes.

Solution

Kim Transport Solutions implemented DocuWare, a Document Management System (DMS), to streamline their document management process. The DMS allowed the company to store all incoming and outgoing documents in a central digital pool, tagged with index words for easy retrieval. The user interface of the digital archive was designed to mirror their previous system of hanging registers and paper folders, making the transition from paper to electronic document management simple for the employees. The DMS also eliminated redundant document storage. Searches could be conducted using customer name, date, invoice number, or even vehicle type or route location. This allowed employees to quickly find the documents they were looking for.

Impact #1	Significant reduction in search times, allowing most customer questions to be answered during a single phone call.
Impact #2	Ability to directly send relevant documents to a customer via email, improving customer service.
Impact #3	Elimination of redundant document storage, leading to a more efficient document management system.

Impact #1

Significant reduction in search times, allowing most customer questions to be answered during a single phone call.

Impact #2

Ability to directly send relevant documents to a customer via email, improving customer service.

Impact #3

Elimination of redundant document storage, leading to a more efficient document management system.

Download PDF Version

Overview

Kim Transport Solutions: Faster Forward with Efficient Document Management

Operational Impact