Palgrave Brown, leading manufacturer and supplier of engineered timber products, is heightening its business efficiency by implementing Version Ones document imaging solution, DbArchive, which is tightly integrated into its accounting software. Implementation of this paperless technology demonstrates Palgrave Browns continued commitment to protecting and conserving forests worldwide.
Palgrave Brown identified the need for a reliable and fully integrated document management and imaging solution that could quickly and easily make images of all key business documents available across its business.
Palgrave Browns IT & Administration Manager Philip Morris, explains, We recognised the importance of paperless access to company, customer and supplier information and so investigated a number of electronic imaging solutions. We found that Version Ones DbArchive was best able to fulfil our business needs, and as it was already seamlessly integrated into our existing software systems, there would be negligible disruption to our business processes.
With DbArchive, electronic storage of both incoming and outgoing documents will be made possible, including sales and purchase invoices, despatch notes, PODs, statements and payroll documents.
One of the main uses of DbArchive will be the automatic archiving of all customer documents. All documents sent to customers will be instantly stored onto disc, and all incoming correspondence will be scanned in and saved onto the system, providing a comprehensive audit trail.
DbArchive will improve business efficiency whilst dramatically reducing paperwork (thereby freeing up both space and time). Improved customer service and elimination of the information black hole when documents are lost or filed incorrectly, are also expected.
Palgrave Browns Finance Director, Neil Ward, commented that Version Ones DbArchive will provide us with a multitude of benefits. For instance, the credit control department will be a mouse click away from accessing comprehensive customer documents and so any invoice discrepancy can be quickly resolved. Similarly, having easy access to all customer documents will allow us to better analyse our customer service, for instance, the time it takes from receipt of a purchase order to delivery of goods. In terms of cost, DbArchive should save Palgrave Brown in excess of 50,000 per annum.
Neil Ward continues, DbArchive will also free-up enormous amounts of floor space currently being used to file hundreds of thousands of documents. Each years worth of purchase ledgers, customer accounts and payroll documents occupy twenty-seven filing cabinets and so archiving these alone will free-up almost a thousand square feet of office space over a seven year period. Of course, the time it takes to physically get documents from A to B, which is significant in our business, will also be reduced.