Ezra has been working in the Finance department of their company as an accountant for several years. All their work process involves paper and all data was entered in their accounts system manually making their process tedious and subject to human error. Considering that it is a medium sized company with a lot of customers and suppliers there was continuous processing of daily transactions with their stakeholders.

Ezra the Accountant and Christian the Information technology both with quite a number of years of experience in their fields, had been having discussions about improving their working process for quite some time. They were thinking of how they can improve efficiency and speed in the departmental work process thus the company as a whole. This prompted Ezra to approach their Finance manager, Juma to share his insight.

Luckily this was a discussion that had been going on in top management after being approached by several electronic document management system (EDMS) vendors and Juma had already been briefed.

Juma set up a meeting and explained the situation and that the implementation was to start with his department. This was like God sent to Ezra, who took up the project without hesitation. He set up a timeline to achieve his goal. His goal was to streamline the work process to completely eliminate the use of paper and to have an efficient and faster turnaround time.

Planning and outsourcing an electronic document management vendor

They were inputting data manually into their accounting systems.

They would spend hours trying to find the documents, which was tiresome and time wasting.

 They asked themselves several questions

How does the process start?

How is the information captured?

How is the information routed?

How is information stored? How secure was the storage and how accessible was the information?

Would the systems be integrated to have a seamless work flow? Would the system index and store the documents in a digital repository to ease retrieval.

The solution

Installation

Outro