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Make your information work for you
with Electronic Document Management Software
Make your information work for you
with Electronic Document Management Software
EDMS Case Study - Velosi
Summary
Velosi were looking for a way of securely storing and retrieving a variety of document types. They also wanted to introduce workflow to enable them to manage their processes more efficiently. In addition, the ability to access vital documents via the web whilst out of the office was also desirable.
About the Client
The Velosi Group, founded in 1982, provides quality assurance and quality control services to a number of leading national and multinational oil and gas companies, including BP, Shell, ExxonMobil and Chevron. The Velosi Group operates globally through four principal offices in the USA, the UK, Malaysia and the UAE and has operational or representative offices in a further 27 countries worldwide.
The Problem
Velosi manage many documents relating to client contracts. These include purchase orders, drawings, specifications and quality plans received via email or hard copy.
The Accounts Department deals with many supplier invoices which require a repository where they can be easily stored and retrieved.
They were also looking to file HR docs (20 staff in Reading and Aberdeen plus 100 freelance in UK) securely, providing easy access for authorised HR staff.
The Solution
A ten user network system with OCR and Workflow was installed in Velosi’s Reading office in June 2009. Within File Stream, electronic cabinets were designed to suit each set of requirements.
The first cabinets were Projects and Supplier Invoices. The Project documents can now be retrieved by entering any of the following, individually or in combination - Client, Contract, Assignment No., Assignment, Inspector.
Similarly Supplier Invoices can be retrieved via Supplier or Invoice Number.
Workflow is used to manage the local approval processes.
The system has recently been expanded to twenty users and now includes the Web Module. This enables staff who travel within the UK & internationally to use File Stream over the Internet. Also, accounts staff who work remotely are now prompted by email to check supplier invoices and authorise them for payment.
The Benefits
- Project documents and supplier invoices are more efficiently stored and can be retrieved and processed quickly and easily.
- All members of staff (if authorised) have access to documents simultaneously instead of having to track down paper files that might be in another staff member's hands.
- The fast retrieval of documents and the fact that, once filed, they can no longer be lost, saving much time and money and improving service to customers.
- Staff now have access to all documentation appropriate to their roles when they are working from home or at other offices which speeds up business processes considerable, thereby improving service to customers.
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Paper records that were previously vulnerable to fire, flood, theft or unauthorised disclosure are now electronically backed up and are safe from physical loss
Why File Stream
File Stream was chosen because it has been designed with the user in mind. Users find it easy to use and this combined with the company's can do approach prompted Velosi to select File Stream.
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