DocuWare Case Studies SCHERDEL Group: Filing Set for the Future

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	SCHERDEL Group: Filing Set for the Future DocuWare

SCHERDEL Group: Filing Set for the Future

DocuWare

Technology Category	Application Infrastructure & Middleware - Data Exchange & Integration
Applicable Industries	Automotive
Applicable Functions	Discrete Manufacturing Logistics & Transportation Quality Assurance
Use Cases	Inventory Management Predictive Maintenance Track & Trace of Assets
Services	Data Science Services System Integration
Challenge	SCHERDELGroup, a leading supplier to the automobile industry, faced numerous organizational challenges due to its impressive growth. The company had been using a mechanical circulating filing system to store and administer business documents at their German headquarters. However, when paper files reached capacity in the late 90’s, the management team began to look seriously at document management. The increasing piles of paper and the increasingly global nature of their business necessitated a solution that could convert information on paper into centrally stored information that could be used by employees worldwide. They wanted a Document Management Solution (DMS) that was a secure investment that could keep pace with their company’s dynamic development. Modularity and flexibility were also top priorities – it was especially important to integrate with their existing diverse application environment which includes custom ERP, CRM and accounting software. Read More
About Customer	SCHERDELGroup is a family-owned company and one of the leading suppliers to the automobile industry. The company has 29 locations worldwide and 39 production plants. This impressive growth also presented numerous organizational challenges for the company’s management. For years they used a mechanical circulating filing system to store and administer business documents at their German headquarters. When paper files reached capacity in the late 90’s, the management team began to look seriously at document management. Not only because of the unmanageable piles of paper everywhere but also due to the increasingly global nature of their business, they needed to find a way to convert information on paper into centrally stored information that could be used by employees worldwide. Read More
Solution	The IT team decided to implement the DMS platform in stages. An application analysis and resulting list of priorities was used to identify which parts of the company would receive the DMS first: order processing and accounting. To ensure a seamless transition from a paper-based system to a digital version, an external scanning service was engaged to digitize, index and store the extensive number of existing paper documents. Next, the electronic documents were stored within a structure for the data/archives created together with their DocuWare Partner. To capture new documents, both departments were outfitted with several powerful scanners and flexible multi-function copiers. Depending on the document type, a barcode sticker is affixed to the paper before scanning. This ensures that indexing of the electronic document takes place automatically. To automate some of their processes – for example, payment authorization for incoming A/P invoices workflows were defined that incorporated their existing Groupware solution. Read More Log in to view content
Contents

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Applicable Industries

Automotive

Applicable Functions

Discrete Manufacturing

Logistics & Transportation

Quality Assurance

Use Cases

Inventory Management

Predictive Maintenance

Track & Trace of Assets

Services

Data Science Services

System Integration

Challenge

SCHERDELGroup, a leading supplier to the automobile industry, faced numerous organizational challenges due to its impressive growth. The company had been using a mechanical circulating filing system to store and administer business documents at their German headquarters. However, when paper files reached capacity in the late 90’s, the management team began to look seriously at document management. The increasing piles of paper and the increasingly global nature of their business necessitated a solution that could convert information on paper into centrally stored information that could be used by employees worldwide. They wanted a Document Management Solution (DMS) that was a secure investment that could keep pace with their company’s dynamic development. Modularity and flexibility were also top priorities – it was especially important to integrate with their existing diverse application environment which includes custom ERP, CRM and accounting software.

About Customer

SCHERDELGroup is a family-owned company and one of the leading suppliers to the automobile industry. The company has 29 locations worldwide and 39 production plants. This impressive growth also presented numerous organizational challenges for the company’s management. For years they used a mechanical circulating filing system to store and administer business documents at their German headquarters. When paper files reached capacity in the late 90’s, the management team began to look seriously at document management. Not only because of the unmanageable piles of paper everywhere but also due to the increasingly global nature of their business, they needed to find a way to convert information on paper into centrally stored information that could be used by employees worldwide.

Solution

The IT team decided to implement the DMS platform in stages. An application analysis and resulting list of priorities was used to identify which parts of the company would receive the DMS first: order processing and accounting. To ensure a seamless transition from a paper-based system to a digital version, an external scanning service was engaged to digitize, index and store the extensive number of existing paper documents. Next, the electronic documents were stored within a structure for the data/archives created together with their DocuWare Partner. To capture new documents, both departments were outfitted with several powerful scanners and flexible multi-function copiers. Depending on the document type, a barcode sticker is affixed to the paper before scanning. This ensures that indexing of the electronic document takes place automatically. To automate some of their processes – for example, payment authorization for incoming A/P invoices workflows were defined that incorporated their existing Groupware solution.

Impact #1	Business processes are not only faster and more efficient thanks to digital workflows, but they are also more secure and transparent.
Impact #2	Workflows set up once can be easily adapted to different processes.
Impact #3	The amount of data stored in DocuWare has increased tenfold between 2006 and 2012.

Impact #1

Business processes are not only faster and more efficient thanks to digital workflows, but they are also more secure and transparent.

Impact #2

Workflows set up once can be easily adapted to different processes.

Impact #3

The amount of data stored in DocuWare has increased tenfold between 2006 and 2012.

Benefit #1	12.2 million documents with about 26 million pages now (2015) take up 2.0 terabytes in storage.
Benefit #2	Investments made for the departments concerned paid for themselves within a year.

Benefit #1

12.2 million documents with about 26 million pages now (2015) take up 2.0 terabytes in storage.

Benefit #2

Investments made for the departments concerned paid for themselves within a year.

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Overview

SCHERDEL Group: Filing Set for the Future

Operational Impact

Quantitative Benefit