DocuWare Case Studies Videcart: Using Resources Responsibly

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	Videcart: Using Resources Responsibly DocuWare

Videcart: Using Resources Responsibly

DocuWare

Technology Category	Application Infrastructure & Middleware - Data Exchange & Integration
Use Cases	Process Control & Optimization
Services	System Integration
Challenge	The Newark Group, an international paper and cardboard recycling company, was facing inefficiencies in its administrative business processes due to the high volume of paper documents. Particularly in accounting, order processing, and production, tons of documents had accumulated over time. One employee was singularly dedicated to managing the central paper archive. Searching for certain documents was increasingly time-consuming, and the physical exchange of documents between two locations often led to documents being lost or untraceable, often because of misfiling. The company sought to eliminate these issues and lay the foundation for savvy digital workflows by introducing an electronic document management system. Read More
About Customer	The Newark Group is an internationally operating company based in New Jersey, USA, that specializes in paper and cardboard recycling. The company is committed to using paper in an environmentally conscious way. At Newark’s paper mills in San Andres, Spain, 93 percent of the raw materials needed to produce paper rolls come from recycled material. That number jumps to 97 percent at Videcart S.A., the company’s subsidiary in Pamplona for the production of cardboard and paper sales and transportation packaging. The packaging is used for fruit and vegetable products, which can be reused and is biodegradable. Read More
Solution	The company decided on a gradual implementation of its document management solution (DMS). They searched for a proven digital solution that supported gradual expansion as well as flexible interfaces for exchanging data with leading applications along with their internally developed ERP system, MAPPER. They chose DocuWare. The DMS implementation began in the areas of purchasing and accounting in January 2002. Processes for handling delivery slips and invoices were restructured. Incoming (A/P) invoices are now captured in the ERP system, then digitized and indexed. Processing of the A/P invoices (which includes comparing them with orders, verifying delivery slips, and everything up to releasing them for payment) is all part of their completely digital workflow. Since May 2009, the areas of order processing and production have been benefiting from the DMS. All documents associated with a particular order, including notes and additional information generated during the production process, are now also digitized and archived. Read More Log in to view content
Contents

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Use Cases

Process Control & Optimization

Services

System Integration

Challenge

The Newark Group, an international paper and cardboard recycling company, was facing inefficiencies in its administrative business processes due to the high volume of paper documents. Particularly in accounting, order processing, and production, tons of documents had accumulated over time. One employee was singularly dedicated to managing the central paper archive. Searching for certain documents was increasingly time-consuming, and the physical exchange of documents between two locations often led to documents being lost or untraceable, often because of misfiling. The company sought to eliminate these issues and lay the foundation for savvy digital workflows by introducing an electronic document management system.

About Customer

The Newark Group is an internationally operating company based in New Jersey, USA, that specializes in paper and cardboard recycling. The company is committed to using paper in an environmentally conscious way. At Newark’s paper mills in San Andres, Spain, 93 percent of the raw materials needed to produce paper rolls come from recycled material. That number jumps to 97 percent at Videcart S.A., the company’s subsidiary in Pamplona for the production of cardboard and paper sales and transportation packaging. The packaging is used for fruit and vegetable products, which can be reused and is biodegradable.

Solution

The company decided on a gradual implementation of its document management solution (DMS). They searched for a proven digital solution that supported gradual expansion as well as flexible interfaces for exchanging data with leading applications along with their internally developed ERP system, MAPPER. They chose DocuWare. The DMS implementation began in the areas of purchasing and accounting in January 2002. Processes for handling delivery slips and invoices were restructured. Incoming (A/P) invoices are now captured in the ERP system, then digitized and indexed. Processing of the A/P invoices (which includes comparing them with orders, verifying delivery slips, and everything up to releasing them for payment) is all part of their completely digital workflow. Since May 2009, the areas of order processing and production have been benefiting from the DMS. All documents associated with a particular order, including notes and additional information generated during the production process, are now also digitized and archived.

Impact #1	Elimination of problems associated with the exchange of paper documents between two sites
Impact #2	More efficient and transparent process of authorizing invoices for payment
Impact #3	Significant reduction in the space required to store paper

Impact #1

Elimination of problems associated with the exchange of paper documents between two sites

Impact #2

More efficient and transparent process of authorizing invoices for payment

Impact #3

Significant reduction in the space required to store paper

Benefit #1	A total of about 40,000 documents are now placed annually in the DocuWare archive
Benefit #2	Significant increase in the quality of core business processes

Benefit #1

A total of about 40,000 documents are now placed annually in the DocuWare archive

Benefit #2

Significant increase in the quality of core business processes

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Overview

Videcart: Using Resources Responsibly

Operational Impact

Quantitative Benefit