“One of the biggest advantages of DocuWare is its modularity and flexibility. The availability of numerous tools means it’s easy to implement ever more complex business processes.”
Head of IT – Commercial Division at Zenith
To find out more about Zenith please click on the following links
zenith.co.uk
zen.auto
Background
Zenith is the UK’s leading independent leasing, vehicle outsourcing and fleet management provider. Managing a fleet of over 150,000 vehicles to be cost effective and resource efficient requires smart organisational structures.
Challenge
After a period of growth, Zenith’s Commercial division saw a spike in incoming invoices. Within 3 years the number of invoices flowing into the business had grown by over 230%. In addition, to accommodate a growing fleet of vehicles the number of inspection documents legally required by the British Vehicle & Operator Services Agency had increased by a similar amount.
Furthermore, customers wanted to be able to access important documents at any time, from any location.
Requirements
Zenith decided that an innovative, robust Document Management System (DMS) was required and analysed a number of different solutions to find the perfect fit. The main criteria were as follows:
- Quick searches and fast processing of documents
- Ability to handle a variety of document types and formats
- Easily accessible digital documents
- Secure and compliant
- Seamless integration into Zenith’s existing IT infrastructure.
Solution
DWS provided a custom solution through DocuWare. We demonstrated that DocuWare could fulfil all of the above criteria by undergoing thorough testing. IT Manager, Geoff Swaby, said, “The results confirmed our first impressions. DocuWare was able to handle paper documents as well as digital documents in a fast and transparent way. The flexibility and functionality of the system allowed us to transfer business processes without disrupting our daily workflow.”
Implementation of the DMS started in purchasing with the digital processing of incoming invoices. Documents were automatically classified in the accounting system with relevant index information and routed to the relevant contacts for approval and payment. Every step of the workflow was monitored to avoid delays and ensure the benefits of early payment discounts.
Phase 1 of the implementation was so successful that Zenith extended the solution in the following year. The goal was to incorporate 80,000+ multi-page technical and maintenance documents. This presented a special challenge as the documents were already scanned and stored, which needed to be brought into DocuWare. The next step was to set up a portal, allowing Zenith’s customers (with access rights) to review all the relevant technical documents of their vehicles online.
Outcome
Zenith significantly reduced its paper volume and improved business processes, making them quicker, transparent and customer-friendly. DocuWare has supported Zenith in delivering customer service excellence. Geoff explains, “The positive feedback from our customers shows that they appreciate our expanded service offering. They especially like the ease of working with us”.
