The platform Ricoh DocuWare promotes an efficient process automationas demonstrated by the projects carried out in Allieri Trasporti and in GMP Group.
Why focus on automation and technologies to increase productivity?
Workflows have always been a bottleneck in the business workflow: adopting technological innovations to support business processes is therefore certainly an enabling factor. This fundamental point, however, must be accompanied by other founding elements and by a cultural change of pace that permeates the entire company thanks to targeted change management actions.
Today more than ever, a flexible and effective system is needed that adapts to the concrete needs of the company and that has a scalable module structure and customizable. Users today must be able to analyze company data and manage processes quickly and easily, eliminating inefficiencies and, consequently, accelerating workflow. In this way it is possible to save time and costs to be allocated to activities with greater added value.
Not only that, a modern platform document management e workflow automation must contemplate the use of an artificial intelligence system for better management of information and decisions. AI systems, in collaboration with existing applications, can in fact lead to a further competitive advantage by guaranteeing greater effectiveness.
DocuWare is Ricoh’s solution designed to meet the needs of companies and capable of offering complete tools for aggregating information and automating processes. The platform allows you to integrate originals from scans, as well as files created with other software, but also emails and related attachments.
The archive generated, kept in the cloud or on-premise, is subjected to permanent indexing: the requested information is thus accessible from any browser or mobile device, for immediate access and sharing via any company IT system.
Process automation, the potential of DocuWare in Allieri Trasporti
There are many companies that have chosen DocuWare, benefiting from a marked increase in the productivity of work teams, security and compliance of the data processed.
Among these, Allieri Trasporti of Seriate (BG), active in the sector of storage, transport and logistics of zootechnical, zoochemical and dangerous goods.
To operate as best as possible, over the years, the company has developed in-house and used accounting software to a large extent. To continue the digitalization process, however, it relied on Ricoh Italia’s solutions, especially for the orchestration and dematerialisation of transport documents, previously managed in paper form.
Among the objectives, the desire to eliminate potential manual errors, as well as increase the speed of information retrieval, facilitating the traceability, integration and archiving of documents.
By adopting Ricoh’s DocuWare it was possible to digitize the transport documents with the help of specific labels and barcodes. Thanks to these elements, the system is able to register and identify the document in a unique way. The subsequent scanning phase allows DocuWare to read it and enable differentiated workflows (invoicing and transport documents).
The data is now easily searchable, thanks also to the Intelligent Index function. Using artificial intelligence and machine learning, the solution is able to “read and learn” the content of documents, progressively improving recognition and subsequent management.
The project carried out with Ricoh allowed Allieri Trasporti to improve daily productivity and customer support.
DocuWare per G.M.P. Group
Another future-oriented Italian company has benefited from the use of DocuWare: GMP Group is a company specializing in the design and mass production of high quality after market alloy wheels. At the Albano Sant’Alessandro (BG) headquarters, approximately 300 thousand rims are made per year.
Among the fundamental needs for the Group, in the midst of digital transformation, was the need to automate the management of processes linked to non-compliance.
We are talking about procedures previously orchestrated through obsolete, very slow and complex software platforms.
GMP Group chose DocuWare based on great flexibility offered, also in relation to the solutions on the market and specifically designed for quality management.
In fact, the company required the possibility of starting shared information management, as well as effective flows for automating the non-compliance management process. Similarly, characteristics such as control and monitoring processes, high data and intellectual property security and the creation of a structured archive for the entire documentation.
With DocuWare all this was implemented in a short time: when a non-conformity occurs, the Quality office operators use the Ricoh system to open a case which is automatically addressed to the manager of the department involved.
Subsequently, the employee can manage the problem directly, filling in the relevant documentation and confirming the completion of the activity which, at this point, returns to Quality which verifies its correctness and completeness to undertake the appropriate corrective actions.
Considering the effectiveness of the solution adopted for this specific processing, the company is planning further steps for digitalisation and document management, so as to be able to streamline further processes and procedures.