Property firm increases efficiency with document management solution

16th February 2012

Tasked with overseeing various properties, South Africa's Braamcor Management Services is no stranger to a flood of paper documents. Between lease agreements, financial statements and other real estate paperwork, the company was becoming bogged down with the process of storing and maintain all its information.

However, that changed when it deployed a document management solution, according to a recent ITweb report. Now, Braamcor enjoys easy access to all of its paper files because the documents are digitised shortly after they are created and stored in a central location.

The use of document imaging technology means that employees no longer have to sift through numerous files and folders in order to find a piece of information they are looking for.

“We realized 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 director Bronwen Cuthbert told ITweb.

The time saved has also allowed the organization to improve on other, sometimes more pressing, responsibilities like customer service.

That's because the document management solution has allowed Braamcor employees to answer customer questions more effectively and solve issues in a more timely manner, according to the ITweb report.

“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 email 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," Cuthbert added, according to the report.

Access to these new electronic documents is enhanced further because the management solution is fully integrated into other core business systems. That means information is always right at the fingertips of Braamcor's employees.

Given the rate at which companies produce paper documents - and have done so for many years - a full-scale digitization project may seem like too much of a burden. However, through the use of specialists, these organisations can still experience the benefit of an electronic system by using a partner firm's document imaging services. With professionals handling the responsibility of digitising paper, the company is free to prioritize other areas of the business.

Document Genetics

Document Genetics are based in the United Kingdom and offer a range of document management software.  We focus on improving document automation, workflow and collaboration for our customers.  Simply put, we efficiently turn documents into data and data into documents, and in almost all cases without the need for ANY changes to their business systems.

Better still, 80% of our solutions pay for themselves inside 6 months.

We have over 400 customers, which includes organisations such as SPAR, Appleby Westward, GE Energy, Waterline and Premier Foods.

Here’s what some of our customers have to say about us:

Trevor Burrows (IT Director Morphy Richards) “We implemented the Formate output management software over 6 years ago to format and deliver documents from our iSeries system.  Formate has proved to be flexible, reliable and cost effective and it’s been a pleasure working with Document Genetics – I recommend both the product and the company."

John Embrey (Head of IT at Betterware) “The DG solution has allowed us to electronically sort and send daily reports and purchase documents (both previously printed), saving considerable time, paper and postage costs.  Their service has been excellent, a quality which can be hard to find in today's business world.”

Steve Hopkins (IT Manager at Unimer) “The Document Genetics solutions has been invaluable. We’ve automated the sorting and distribution of supplier invoices to our members saving significant man hours every week. We also have the ability to deliver them by email, fax or post.”

See what document management solutions we offer by clicking here.