DocuWare > Case Studies > Sebald Cement Digitizes Administrative Processes with DocuWare

Sebald Cement Digitizes Administrative Processes with DocuWare

Customer Company Size

SME

Region

Europe

Country

Germany

Product

DocuWare
Microsoft Dynamics
Varial Finanzwesen

Tech Stack

Document Management System
ERP System
Accounting Software

Implementation Scale

Enterprise-wide Deployment

Impact Metrics

Productivity Improvements
Digital Expertise

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration
Functional Applications - Enterprise Resource Planning Systems (ERP)

Applicable Industries

Cement

Applicable Functions

Business Operation

Use Cases

Digital Thread

Services

System Integration

About The Customer

Sebald Cement is a company based in Germany that operates in the cement production industry. The company employs around 100 people in various areas such as raw material extraction, ballast preparation, cement production, and fertilizer grinding and granulation. The high quality of the company's products is ensured not only through high-performance machinery but also a modern IT system. The company has a powerful IT infrastructure and server capacities. Sebald Cement has 20 different company divisions, all of which are now relieved of their search and filing tasks by the Document Management System (DMS).

The Challenge

Sebald Cement, a company with around 100 employees, was facing a challenge with their administrative processes. Over the years, the company had accumulated a large volume of files, particularly in the administration department, which was threatening to exceed their filing capacity. The company was in search of a powerful and future-proof document management system (DMS) to digitize their paper-based administrative processes. The aim was not only to reduce the volume of paper and digital storage in their central archive but also to improve the efficiency and transparency of administrative processes. The DMS needed to have integration options with various systems, such as the ERP system Microsoft Dynamics or the accounting program Varial Finanzwesen.

The Solution

After a selection process that lasted several weeks, Sebald Cement chose DocuWare over other competitors due to its high functionality and the competence and customer orientation of the local DocuWare Partner. The company decided to implement an on-premises system due to its powerful IT infrastructure and server capacities. Together with their DocuWare Partner, they developed a solution concept that defined digital workflows and locations for a total of five document scanners. As part of the technical implementation, data exchange between DocuWare and Microsoft Dynamics was ensured via standard interfaces. A DocuWare button was also integrated into the accounting software Varial Financials, allowing quick and convenient access to the central document pool.

Operational Impact

The introduction of DocuWare heralded the final change from an analogue, paper-based approach to completely digital document processing.
Today, incoming invoices are collected centrally and stored together with email invoices in electronic trays after digitization.
The processing status can be transparently checked at any time at the push of a button and - if necessary - accelerated by reminder emails.
All users from the 20 different company divisions are relieved of their search and filing tasks by the DMS. Now they can devote themselves entirely to their core administrative tasks.

Quantitative Benefit

The number of documents stored monthly in the central document pool is estimated at 8,000 to 12,000, depending on the season.
Large numbers of outgoing delivery slips acknowledged by the recipient are scanned and automatically indexed.