Manufacturing Case Study

Company with 8 plants in six states was looking for a way to centralize and better manage and control Employee files and Accounts Payable and Manufacturing Documentation.

They wanted to get the employee files out of the plant and back to the main office to ensure security and compliance.   The company wanted the same system to help roll out a better AP approval process and to secure and allow for easier retrieval of customer files and manufacturing documents.

Customer Profile

Company has 8 manufacturing facilities in six states specializing in metal fabrication. Company is 50 years old and is ISO9001 certified.

Business Challenges

Company had 50 years worth of employee files and manufacturing documents housed at each location that they wanted to digitize for control, compliance and security. They were looking for a system to scan and store these documents as well as help them create a more efficient AP process. Some invoices we sent to each location then shipped to home office while other were shipped to home office needing location review and approval.

Solution

On-Line Imaging was selected to scan the historical documents while implementing a Content Management System to improve processes day forward. The employee files and customer files were shipped to the headquarters so that the files could be reviewed and thinned. Once reviewed, On-Line Imaging picked documents, scanned and indexed them then loaded into the customers FileBound System. Employee files and medical information was now secured and access tracked in the FileBound system. Additionally manufacturing documents documenting raw materials as well as customer orders were scanned into FileBound for easy access across multiple locations. Company then required all vendors to send invoices to headquarters where they were scanned and routed for approval and GL coding and that data sent to the accounting. Accounting system was integrated with FileBound to allow employees to access documents in FileBound from the accounting application.

Benefits

Customer enjoyed improved productivity and security across multiple departments. Human Resources was able to centralize the file from 8 locations while securing and meeting compliance standards. Plant employees had quicker and easier access to manufacturing documents and customer files and improved customer service. The accounting department is more efficient and is saving the many man hours it used to take chasing down invoices.  All accounting department employees and location managers benefit from the integration of the accounting system with FileBound. The integration allows users to pull up supporting documentation housed in FileBound from a screen in the accounting system.