Property management firm Braamcor Management Services has reported a dramatic improvement in productivity, efficiency and customer service following its implementation of the M-Files electronic document management solution (EDMS). The system was installed and is supported by Itec Central.
Braamcor is a property management company with branches in Cape Town and Johannesburg. The nature of its business means it has to manage a huge flow of paper, as well as store records for a long time, to meet regulatory requirements as well as the needs of its customers.
“We are a company with a considerable amount of paperwork, including lease agreements, audited financial statements and other documents we are required by law to store for many years,” says Braamcor director Bronwen Cuthbert. “We realised that we could improve our efficiency if we could find a way of storing these records in an electronic format that facilitates easy retrieval of the documents when they are needed.”
Braamcor has had a longstanding relationship with Itec Central as the supplier of its document output infrastructure, and immediately recognised the potential benefits of the M-Files solution when it learnt about the product from Itec. Braamcor asked Itec Central to set up an M-Files solution to help it better manage, find and track documents and information.
This involved setting up a dedicated server for the M-Files software and integrating the solution with Braamcor's multifunction product (MFP). It also configured the file hierarchies to make it simple for Braamcor employees to retrieve any file they need from the system within a matter of seconds.
Paperwork is scanned into the system as it comes into the organisation, and can be easily accessed across the network when it is required. By way of the Document Navigator document capturing application, Itec was able to fully integrate the M-Files solution with Braamcor's MFP.
Users are able to scan documents and index them in M-Files directly from the device, as well as access new files on the MFP as soon as they are added to the M-Files application. Says Cuthbert: “We no longer need to scratch around in a storeroom to find a lease when a client requests it - we can simply call it up and e-mail it within a matter of seconds. We are saving a lot of time as a result and are able to deliver faster service to our clients.
“We have consolidated most of our electronic documents such as Excel spreadsheets into the M-Files solution, because it makes it so simple to share information among employees spread between our offices. Another benefit of the solution is that we are able to easily search for files when we need them.”
Itec has gone the extra mile throughout the installation of the system and is providing excellent support for the system now that it is in place, she adds.
Says Darren Lipschitz, software solutions product manager at Itec Central: “Most companies can achieve significant cost-savings and productivity gains by improving accessibility and management of sensitive company information. EDMS systems allow them to take control of their document chaos and gain control of their information, eliminating storeroom clutter and facilitating easy access to their documents.”
Darren Lipschitz can be contacted on +27 11 731 6620 or e-mailed at Darren@iteccentral.co.za. Alternatively, please visit http://www.itecgroup.co.za/ for more information.
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