Customer Voices
DPD - Scalable document management for logistics
"We have worked with HyperDoc® for 15 years, starting with the archiving of proof of delivery for packages. We were one of first companies in our sector to use electronic systems for document archiving. Today we use the solution for document management and archiving throughout the company – even for financial accounting, contract management and human resources. Specific processes in our package logistics operation are optimally supported by HyperDoc®.
The system is very flexible. We can use HyperDoc® to structure the dynamics of logistics processes in the best way. The scalability of the software enables its adaptation to the planned growth of our corporate group, and we can make the most of a wide range of options."
>> Martin Straub, manager of the IT Center for
DELICom DPD GmbH in Aschaffenburg, Germany
Faber Kabel AG
For more than 50 years, Klaus Faber AG has specialized in the sale and distribution of cables and lines for electrical and electronic applications.
Precise knowledge of the market, an innovative logistics structure and state-of-the-art technology and data processing systems have made the company one of the largest cable distributors in Europe.
We use HyperDoc® for direct and indirect support of our complex logistics processes. In our two logistics centers equipped with state-of-the-art technology and innovative data processing systems, we have more than 135,000 m² of outdoor space, about 24,000 m² of warehouse space and 31,500 high bay storage spaces.
Since its introduction in 1999, HyperDoc® has become an established part of our IT infrastructure. We use this document management system to archive all documents relevant to business and taxes throughout the company. Moreover, we maintain a special archive for the IT department.
One great benefit of HyperDoc® for us is that we can make changes and additions to the installation's archiving processes and forms ourselves with the HyperDoc® Designer component. This enables us to expand the system independently to adapt to new requirements for document archiving. Thus, for example, we were able to use the web client interface to tailor access to HyperDoc® documents in our ERP system to fit our specific business processes.
Along with the advantages of efficient customer support and savings of time and physical storage space with electronic archiving, HyperDoc® also enables us to cope with the compliance requirements we face. This aspect is immensely important to us, not the least due to our ISO 9001:2000 certification.
>> Bernd Schneider, Head of Information Technology
Klaus Faber AG, Saarbrücken, Germany
DAK - Management of documents and output in the
insurance sector
"The tasks facing health insurance companies are increasing in complexity. Thus our concern was to structure the operational procedures of departments in such a way that our more than 10,000 administrative personnel in 850 offices can access all the required documents quickly. With HyperDoc®, our employees receive the incoming mail right on their screens. Just the click of a mouse is needed to forward it to colleagues. Within seconds, staff throughout Germany have an overview of all documents belonging to a workflow and their processing status. Business processes become simpler and faster, the time required to obtain information is reduced and customer satisfaction increases.
For printing the letters produced we use the FormText output management system. The document templates are created at our headquarters in Hamburg. About 70 million documents with uniform specifications are generated using these each year. The documents are either output in the high-volume printing facility at the corporate headquarters or on a laser printer in the local office. Direct mailing from the high-volume printing facility is optimized to make the best use of postal services as well as all the advantages of bulk processing. FormText has given us enormous potential for savings in this way."
>>Andreas Strausfeld, CIO
DAK Deutsche Angestellten-Krankenkasse in Hamburg, Germany
SIKB Saarländische Investitionskreditbank AG
"Lean business processes and short processing times are key competitive factors in our sector. The introduction of the HyperDoc® document management system has brought us a whole series of benefits. In the past, entire day was often required to find a document in the archive and deliver it to a staff member for processing. With HyperDoc®, administrative personnel can find the desired document within seconds and use it right away in the workflow. The software supports all standard functions for processing and archiving. This enables us to handle credit applications from our customers much faster. And last but not least, we have the right alternative to our paper archive, which had run out of space. With HyperDoc®, all documents are scanned in and archived electronically in accordance with the law. This has eliminated the high costs we previously faced for storage."
>>Heinz Schlichter, IT Director
SIKB Saarländische Investitionskreditbank AG in Saarbrücken, Germany
Wein- und Sektkellerei Jakob Gerhardt Niersteiner Schlosskellereien GmbH & Co. KG
"We handle about 90,000 documents each month in the various areas of our company – the management of vineyards and wineries in the most renowned regions of Rhenish Hesse, the production of sparkling wine, wine and other beverages as well as worldwide shipping. As a medium-sized company, we were ahead of our time when we chose to implement a document management system in 1999. Nonetheless, from the first day the work with HyperDoc® convinced us that our decision was the right one.
We can file and manage outgoing invoices, customer service correspondence, orders and delivery notes in a manner which complies with the regulations for data access and auditing of digital documents (GDPdU in Germany). The great benefits HyperDoc® offers us include considerable time savings when searching for documents and an enormous amount of physical storage space saved by electronic filing. Moreover, HyperDoc® enables us to assist our customers quickly and efficiently at all times. That is very important to us, because our discriminating clientele expects not only top quality products, but also first-class service.
With the migration to the current version of HyperDoc® we are preparing our document management system and thus also our company to ensure the highest level of customer satisfaction with further growth not only with our award-winning products, but also though our document-based business processes."
>> Gerhard Wallbrecht, Head of Information Technology,
Wein- und Sektkellerei Jakob Gerhardt Niersteiner Schlosskellereien GmbH & Co. KG, Nierstein, Germany
Kolless Group - Certified Public Accountants, Sworn Auditors, Tax Consultants, Attorneys-at-Law
“Our auditing and tax consultancy firm of 100 employees offers a range of services which goes far beyond traditional tax consulting, including operational consulting, seminars, training and coaching programs as well as legal advice. We offer service modules of the necessary scope for companies of every size. Our objective is to apply our professional expertise to make an effective contribution to meeting the commercial goals of each of our clients individually. In our business segment we support the accounting tasks of small and medium-sized companies. It is our goal to facilitate effective, transparent collaboration based on shared effort with the tax consultant for these companies. Following the basic principle “no accounting entry without documentation”, records are no longer supposed to be transmitted in the famous shoebox but instead scanned directly on-site or faxed and then transferred via the Internet to a document management and archiving system. To make the work easier for all parties, we looked for a software solution which was secure, simple to operate and which would not have to be installed at the client’s location. Other mandatory criteria were networking with the financial accounting system (link from the posting to the document), compliance with auditing standards and the ability of each client to use the archive remotely via PC. We also wanted to be able to adapt the front ends to the requirements of the small clients as much as possible.The HyperDoc® document management and archiving system met all these criteria and integrated with our financial accounting and controlling software KOLDI® (www.koldi.de) without difficulty. Now clients can send their documents online to our firm, archive them and if desired do their accounting partially or entirely themselves. All programs and data are managed in a computing center which can be accessed from anywhere for purposes of retrieval and processing. In this way, consultants and clients are always working in a system with the same collection of data and there is no time-consuming transport of and search for documents. In addition to records for financial accounting, other documents such as contracts or files and e-mail can be archived in compliance with auditing standards and are available for searching.We and our clients are particularly pleased that the HyperDoc® system meets all the requirements for certification by the German accreditation body TÜViT in Essen, Germany according to the test criteria for document management solutions (PK-DML). The overall integrated system with HyperDoc® and KOLDI® was also certified by that organization. This means that the security of the electronic archiving in our joint solution is officially approved according to the regulations for data access and auditing of digital documents as well as orderly system-based accounting (GDPdU and GoBS in Germany).”
>> Carsten Achenbach, Project Manager
Kolleß Gruppe, Siegen
