The challenge
When a small family operation becomes a modern company, long serving administrative appropriations are no longer sufficient. For a long time there has been the preconception amongst small SME’s that DMS solutions only make sense for large companies. The fact that this has not been the reality for a long time, is shown by J. & A. Burghaus GmbH, specialist for cast products made of aluminium and zinc. Out of interest in consistent process optimisations, J. & A. Burghaus concentrated on the advantages of a document management system early on, and was therefore way ahead of some groups.
Burghaus needed a modular DMS system with which the company can grow as needed. A very important point was to carry out the introduction and adjustment using in-house knowledge as far as possible. To this end, a simple to implement solution with intuitive operation was necessary. The integration into the financial accounting DKS and the self developed merchandise management had to be realisable with little effort.
The process
Due to the already existing standard integration of Next® in DKS, the connection was very quick and uncomplicated. Next® was able to be integrated into the ERP of Burghaus just as easily. All documents created in these systems will now be automatically stored as a PDF in the archive. In addition, Microsoft Office was connected in order to archive Word and Excel documents in Next® in various versions.
Then – also ahead of the trend – an e-mail archive was created at Burghaus. The e-mails sent and received with Outlook can now also be searched for directly in the DMS.
The solution
Web based workflows create important free spaces in the administration and ensure uncomplicated and traceable decision making processes. The electronic inbox replaces the manual distribution of paper documents in the company, reminds about due dates and always enables an overview, where the documents to be processed are and the status thereof.
The result
“With the early decision for Next®, Burghaus significantly improved the internal administration processes. Our flexibility has increased and we free up our employees to concentrate on tasks with a higher added value. Long-winded searching is omitted, the necessary information and documents are available to us, our customers and suppliers at the push of a button. Even smaller companies like us benefit from the quickly achieved ROI.“
— Mr Andreas Burghaus, the “A.” in J. & A. Burghaus GmbH.
