HARIBO Streamlines Operations with DocuWare

• Application Infrastructure & Middleware - Data Exchange & Integration

• Food & Beverage

• Discrete Manufacturing
• Human Resources

• Asset Lifecycle Management

• Data Science Services
• System Integration

HARIBO, a leading manufacturer of fruit gummies, licorice, and foam sugar products, needed to work effectively in all areas to maintain its global market position. This required the use of a modern document management system. The main factors for choosing DocuWare were the easy integration into their IBM System i (AS/400) and the expertise of the nearby partner/ system house. Their DocuWare Partner was faced with a particular challenge: replacing an older DMS and migrating several million documents as smoothly as possible. The requirement profile for the new solution was clearly defined. All documents required for day-to-day business – such as customer correspondence, delivery slips and invoices, purchasing and logistics documents as well as payroll accounting records – were to be captured centrally and made available to authorized employees at the push of a button. The aim was to extend and standardize established workflows in a meaningful way. Further goals included expanding worldwide use with simultaneous connection of all company subsidiaries to the digital archive; a simple data and document migration process; as well as the automatic indexing of all documents. Direct availability of archived documents from the ERP application also needed to be ensured.

HARIBO is the world’s leading manufacturer of fruit gummies, licorice, and foam sugar products. The company was founded in 1920 in Bonn, Germany. Today, they employ 7,000 people worldwide in several production and sales locations. In addition to the Gold Gummi Bears that are their flagship, they have the MAOAM, Bären Schmidt and HARIBO Chamallows brands that make up this family business’s product range. To maintain such a global market position, it is necessary for HARIBO to work effectively in all areas, which includes the use of a modern document management system.

All departments were successively converted to the new DMS, while existing documents were transferred from the old archive to DocuWare. Today, logistics, product development, purchasing and sales, quality assurance and the entire finance department are linked to the central corporate document pool. Another important application area is the human resources department, which means handling particularly sensitive data. Since DocuWare has a special high-security mode, the solution also meets the requirements of IT managers here. An integrated workflow is also used, mainly in product development, marketing, purchasing, production, quality assurance and research labs. This significantly shortens workflows. Each day, several thousand documents are electronically archived at the Bonn headquarters alone, most of which are multi-page documents. The storage of mass data created with the ERP solution - such as lists, delivery documents and outgoing invoices - in the central document pool was fully automated. DocuWare supports dozens of document types. Paper documents are captured centrally using three high-performance scanners and also filed automatically by DocuWare. As a result, the staff can call up and edit all the data that is important for their area at any time - searching through folders and covering long distances between offices is a thing of the past.

• The comprehensive use of DocuWare creates synergy effects that quickly became noticeable.
• The benefits for individual employees, no matter in which area of the company, are obvious – because time-consuming searches are no more.
• Instead, the desired documents are now available at the touch of a button.

• Each day, several thousand documents are electronically archived at the Bonn headquarters alone, most of which are multi-page documents.
• The storage of mass data created with the ERP solution - such as lists, delivery documents and outgoing invoices - in the central document pool was fully automated.