The problem: FINLUC GROUP

Size: px

Start display at page:

Download "The problem: FINLUC GROUP"

Doreen Johns
6 years ago
Views:

1 FINLUC GROUP Customer: Group FINLUC Address: Via G. Pascoli, ZEVIO (VR) Country: Italy Industrial boilers, Metal Fabrication Turnover: 30 (Million ) Number of employees: 100 Website: FINLUC Group is a Holding Companies, including Finluc Srl, ICI Caldaie SpA, Verona Lamiere SpA, Metalcos, Verona Stampaggi, which operates in several industries including the industrial boiler industry worldwide ( ) ( and sheet metal working ( ( The problem: The Group FINLUC, primarily with companies ICICaldaie SpA and Verona Lamiere S.p.A. had the need to archive, and then manage in a simple and fast way: The documentation issued (active): Invoices DDT (transport documents) Order Confirmations The documentation received (passive): Invoices DDT (transport documents) The overall management FAX input Fax output

2 These documents, before the intervention of SolutionDOC was managed as a paper with photocopied documents several times and some not stored at all. In addition, the Group felt the need to adopt a system of document storage company to a multi document management overall between the various companies. FINLUC Group then addressed to 2C SOLUTION in order to implement a reliable system of electronic document management based on web. The solution: The Group has chosen FINLUC SolutionDOC with the aim of reorganizing all corporate information in order to simplify management and make them more easily available. All documents are stored within SolutionDOC through the automation tools that interface to the management (for documents issued) or the scanner (for received documents) and are cataloged (collated) in more ways than maintaining the uniqueness Document. The feature of this installation is that the SolutionDOC manages several companies at the same time with a single solution installed at the parent in charge, for all its companies, archiving of their documents, the safety of access, and the maintenance (backup). Each member of one of several companies, access to documents via browser and enters only at the farm (or farms) within its competence not even seeing the other. Each company has its programs and procedures, so they had to implement different connectors for each specific case. "The publication of web services and tools of automatic devices in SolutionDOC were key to drop the solution in this complex reality," says Mr. Dario Brighenti responsible SOFTWARE ART Ltd. that implemented the document solution. As example are cited Verona Lamiere SpA and ICI Caldaie S.p.A.: Verona Lamiere S.p.A. has implemented the management of the active cycle management business produced by the NTS Group exporting data and documents through a simple CSV (Comma Separated Values: A file with the fields separated by a defined separator as a comma or a semicolon) and taking advantage of the "Service Folder Index" SolutionDOC. The Accounts Payable is instead scanned through the scanners and multifunction that through a software SOFTWARE ART Srl called PDF2Archive are indexed and stored in SolutionDOC : "After creating PDF2Archive specifically for our client, the interfacing SolutionDOC was very easy and fast because we used the archiving tools present in Suites" says Mr. Igor Zampini, Mr. Brighenti s direct collaborator. ICI Caldaie S.p.A. it has instead implemented the management of the active cycle management product from the AS / 400. The documents and data are exported through a management software

3 Print Spooler for AS / 400 and stored in SolutionDOC through a simple CSV. The management of the procurement process is similar to Verona Lamiere SpA: documentation is scanned through the scanners and multifunction that are stored in SolutionDOC through software called PDF2Archive. Above a scheme of integration of SolutionDOC in Verona Lamiere SpA and ICI Caldaie S.p.A. For both, it has been implemented the management and archiving of incoming and outgoing faxes that are shipped and arrive by a Zetafax system. From a standard output of Zetafax, faxes and related data (date sent, number, pages,) are picked up by a connector, through the number obtained from the directory and other data are stored by Service Portfolio Index" SolutionDOC with all data sent or received. Preservation/Storage according to law After about two years of the start of digital archiving, it has also implemented the phase Preservation Law of all tax records for all companies in the Group. One of the companies has been appointed, with all the powers necessary, "Head of Preservation" and proceeds to record retention tax also for all the others. The drafting of the Manual Head of Conservation was the key and very important for the completion of the project.

4 Modules SolutionDOC used: DOCUMENT STORAGE DMS The document storage system proposed by SolutionDOC allows fully manage any kind of business document. Within this one system you can organize and catalog with automatic ease and precision all administrative documents (invoices, delivery notes, orders, inventory and book inventory books), documents relating to the correspondence ( s, faxes and letters) and those relating to the commercial management (offers, brochures, photos and video). SolutionDOC allows, thanks to the extraordinary variety of tools which make up, to manage effectively, the inclusion of data and documents (input) analog and digital. Everything happens through the advanced tools capture OCR or connectors that make the operations of indexing and archiving extremely simple and fast, in dialogue with the different solution in the Company. STRUCTURE OF FILES AND ORGANIZATION USERS SolutionDOC is a very flexible system of document organization that fits the needs of each individual organization. 2C SOLUTION is committed to understanding the unique value of each company and to offer timely system of document storage better suited to the structure of each organization, which, is free to define what types of document managing and organizing, thanks to advanced tools offered by the application. Among the many management functionality recall the possibility of: - Set up for each type of documents indexes / metadata that are the values that allow us to search / filter the documents. - Rename documents being archived according to predefined rules. Assist indexing thanks to preloaded lists normalized. - Start connectors with other applications in the process of filing documents, to help you retrieve data updated in real time. - SolutionDOC also manages authentication mixed, leaning against Active Directory (Microsoft) or managed independently by SolutionDOC. ELECTRONIC STORAGE In 2004 it was issued a law that has changed the context of corporate document management. From that moment on was enabled to the companies to stop producing all paper documents required by law previously, and to replace them with electronic documents signed with a digital signature and a time reference.

5 This resolution relating to archiving and electronic storage allows you to manage all administrative documents (invoices, delivery notes, bank statements, tax books, budgets, contracts, etc...) in a more efficient and rational. And it is this system to be promoted and implemented by the procedures of SolutionDOC, with the belief that the removal of archives from paper documents does not mean only save space but rather make efficient entire information system. THE LAW: Decree of the President of the Republic 445 of 28 December 2000 CNIPA deliberation 11 of 19 February 2004 Decree of the Ministry of 'Economics and Finance of 23 January 2004 Digital Administration Code: Legislative Decree no. 82 of 7 March 2005 Circular of 'Inland Revenue n. 45 / E 2005 Circular of 'Inland Revenue n. 36 / E 2006 Benefits: The adoption of the document management system SolutionDOC assured the Group FINLUC a documentation management much faster and more effective, accessible via web from any location and even if they belong to a different group company. FINLUC Group choise fell on suite SolutionDOC because, besides being a complete product for document management, has been reputed as the facts have demonstrated, a product with open SDK and automation tools essential and full the implementation, even by a third person other than the 2C SOLUTION a very complex project, which involved more than one company at the same time each with characteristics, needs people and existing information systems different. What the Customer thinks about us? "SolutionDOC enabled us to manage and consult the documentation in a much faster and more effectively than in the past. A further advantage is found on the accessibility of the documents via web from any location and from any location and, even if they belong to a different group company". Stefano Beschi Information Systems Manager

CAPTURE, CONVERT & DELIVER PAPER DOCUMENTS: INTELLIGENT - PRODUCTIVE - EFFECTIVE

SCANSHARE CAPTURE, CONVERT & DELIVER PAPER DOCUMENTS: INTELLIGENT - PRODUCTIVE - EFFECTIVE Scanshare is a powerful yet easy-to-use software solution that lets you integrate your paper-based workflows,