In the fast lane with digitalisation - Document processes that meet the highest requirements for professionalism and quality

The company RCM d.o.o. from Slovenia offers services in the field of forwarding, transport and storage. The service provider with a 25-year history has set itself the goal of becoming one of the main providers of services in the field of logistics for needs on an international level. In doing so, RCM aims to achieve the highest possible level of service quality.
Through a high level of professionalism and effective cooperation with business partners, the company strives to establish a long-term business cooperation based on trust and mutual satisfaction.
RCM is the proud winner of the Golden Thread 2013 in the medium-sized category. The company is proud of its credit rating excellence in the 2016 financial year, Certificate Class AAA and is the proud holder of the AEO Authorised Economic Operator certificate. In order to achieve professionalism and quality, RCM naturally needs document processes that meet the very highest requirements. Because an existing e-Archive could no longer guarantee this, RCM opted for Konica Minolta’s M-Files document management and archiving system.

Existing e-Archive no longer met the requirements

Over the past two years, RCM has invested heavily in the digitalisation of its business and has been searching for the best IT solutions for our company. The company successfully applied for the public e-Business tender and set up an environment for electronic data exchange.

Digitilisation naturally also includes an electronic archive. RCM had been using an e-Archive for a long time, which largely covered their needs and was successfully integrated into the existing software. But the company was wasting a lot of time because the system was not working as it should. Errors in the system were not being resolved in a timely manner, and the visibility of the documentation was not at such a high level. There was no sufficient search function, which resulted in staff spending too much time searching for relevant documents, data or information. RCM was therefore looking for a solution that would replace its old document management system while improving and enhancing its enterprise content management and case management system. At the same time, the process for importing documents into the system was to be improved.
 

Increase the timeliness in the freight forwarding business

Therefore, RCM decided to implement the document management and electronic archiving system M-Files and the scanning and OCR solution Abbyy FlexiCapture from Konica Minolta. Konica Minolta took care of the integration with existing systems and applications that support the work of all key departments in the company, e.g. accounting, customs, sales, management, etc. For example, M-Files is integrated with both ERP systems so that most documents can be stored and archived in the document management system. Import and OCR of paper documents is provided by Abbyy FlexiCapture, which ensures automatic reading of metadata from received invoices, contracts and other documents.

RCM now benefits from a high level of automation in its processes. For example, information is available at the click of a button, as M-Files’ search function searches metadata and/or content regardless of the location of the document and/or information. The high level of automation also eliminates human error. Overall, RCM has been able to increase its timeliness, which is crucial in the freight forwarding business.