Case Study: Advance Cabinet Designs

By DocuWare Corporation

ACD used an accounts payable process that consisted of different employees adding documents to an information packet that moved from desk to desk. It started with a requisition for materials and the creation of a purchase order, and then grew to include a packing slip, invoice, statement and copy of the check. Each step of the process was handled by a different employee and packets of information were physically moved through the workflow. ACD's job files are made up of shop drawings, blueprints, installation and manufacturing schedules, contracts, safety and insurance information, as well as billing information and communications.

Basically they contain everything relating to a project, so almost every employee needed access to the job file at some time during the file's active life. In paper form, the file could be 10 inches thick, unorganized and often sitting on someone's desk instead of filed away. In addition to these paper documents, employees would access Excel and Word job files daily to update the job log and contact sheet. Having both paper and digital information was frustrating and sometimes difficult to manage because staff might not know if they were working with the most current version of a document.

Requirements
ACD needed a system that would allow them to easily share information between employees and verify that the information being shared was the current version.