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  • Efficient organisation of documents with digital mailroom

Significant time savings through M-Files digital mailroom solution

Viaduct is a company based in Odorheiu Secuiesc in Romania, specialised in civil, industrial, road and bridge construction, rainwater and sewage works. Present on the local market since 1994, the company today enjoys a solid reputation by gaining the trust of its clients thanks to successful construction projects.
The company has a team of well-trained and talented engineers and builders. In addition to its own employees, the company collaborates with a significant number of subcontractors.

Previously, Viaduct had an analogue, physical archive, which entailed time-consuming searches for documents. There was also a loss of documents that were not registered in the system. Therefore, Viaduct decided to implement the
M-Files digital mailroom solution, which also includes an OCR system to capture relevant data from scanned documents. The migration to an electronic system has led to significant time savings in document management. Employees are now able to quickly retrieve documents and information through M-Files’ user-friendly interface.

Luka Csaba

Administrator of Viaduct

With the implementation of the Digital Mailroom solution, we have managed to streamline the document registration procedure within our company, and the application is now used extensively by our employees who have benefited from training and consultancy from the Konica Minolta team. We recommend M-Files implemented by Konica Minolta team as a great option for organisations looking to improve document management efficiency.
Aim and context of the project

In order to optimise internal work activities and the IT solutions used, Viaduct wanted to implement a system that would simplify the procedure for recording incoming and outgoing documents. The company also wanted a document management system with a user-friendly interface, in which document searches could be performed easily, reports could be generated without the intervention of the solution provider, and document work processes could start right from the board of the multifunctional equipment.

Requests
The document management system must
  • allow for the creation of multiple electronic records for efficient organisation within the company
  • give the possibility to reset the registry numbers automatically at the beginning of each year
  • include an OCR system for scanning and capturing relevant data from documents (OCR) to facilitate quick retrieval of information
  • offer an automatic transfer of the scanned document from the board of the MFP to the electronic document management system
  • migrate all records and documents from the IT system used in the past
  • offer secure access to the application based on defined permissions

Challenge

  • Time-consuming search for documents in the physical archive;
  • Tedious management of incoming and outgoing documents;
  • Loss of documents that were not registered in the system;
  • Reports generated only on request and at extra cost;
  • Need to create and manage multiple electronic registers.

Solution

  • M-Files is an electronic document management solution that can store any type of electronic file, providing advanced storage, search and retrieval capabilities across the enterprise;
  • Customization of the M-Files platform according to the requirements of the company;
  • Integration of the solution with Konica Minolta’s multifunctional equipment for an easy transition of documents into the Digital Mailroom solution;
  • Improving working time efficiency, for example, native integration with Outlook. The system allows saving attached documents directly from Outlook as well as email. M-Files Outlook Add-on is part of the M-Files integration into the Microsoft Office suite. This add-on is offered with every installation of M-Files Desktop;
  • Define multiple registers within the company, with automatic setting of registration numbers and index reset at the beginning of each year;
  • Number reservation mode in registers for atypical cases;
  • Notifications set automatically from the application or notifications for documents requiring resolution;
  • Data privacy by setting user-level access permissions.

Advantages

  • Quick migration from the old document management system to M-Files;
  • Quick retrieval of documents and information;
  • Automatic notifications;
  • Specific reports for each registry;
  • Integration with Konica Minolta multifunctional equipment and Microsoft Office suite;
  • OCR of documents saved in M-Files;
  • Secure access to information in electronic registers