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H&J Martin: Earning Trust via Tradition and Innovation
Technology Category
- Application Infrastructure & Middleware - Data Exchange & Integration
Applicable Industries
- Professional Service
Applicable Functions
- Business Operation
Use Cases
- Inventory Management
Services
- Software Design & Engineering Services
- System Integration
The Challenge
H&J Martin, a leading European provider of Facilities Management services, was facing challenges with their paper-based approach to business and administrative processes. The company was generating around 12000 engineer service reports, 3000 suppliers sales invoices, and numerous amounts of paper on a monthly basis. The long search and processing times for paper-based systems were affecting the ability of employees to source the information they needed. In 2010, the team at H&J Martin Facilities Management decided it was time to replace their paper-based approach with an integrated document management system. The company sought to significantly reduce the high number of paper copies and enjoy savings in future archiving space. They also needed a system that could integrate with their existing software environments and could be expanded later.
About The Customer
H&J Martin is a family-operated business founded in 1839. The company is based in Belfast, Northern Ireland, with offices throughout the UK, Ireland, and Europe. H&J Martin has evolved into a leading European provider of Facilities Management services. The company is responsible for the maintenance and administration of public buildings, retail spaces, office complexes, or entire industrial plants. The company emphasizes its values-centric company philosophy: to treat all employees, customers, and vendors as true partners. On a monthly basis, around 12000 engineer service reports, 3000 suppliers sales invoices, and numerous amounts of paper are generated at H&J Martin.
The Solution
H&J Martin opted for DocuWare due to its modular design and optional interfaces, which offered a high degree of flexibility, particularly in regards to integration with existing software environments and for expanding the system later. The DocuWare archive is at the heart of the new document management concept from H&J Martin. A wide variety of business documents are stored in structured directories with clearly defined access rights. The range includes classic customer data, invoices, service reports, and sheets tracking employee hours and performance. Document exchange with partner organizations and customers occurs via a portal solution. According to H&J Martin, about 90 percent of documents from their suppliers and subcontractors are now digitized and captured into the system in this manner. Digitization of remaining paper documents is handled with powerful document scanners installed in the department.
Operational Impact
Quantitative Benefit
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