HELLMANN WORLDWIDE LOGISTICS EASILY ACCESS DOCUMENTS FROM ANYWHERE IN THE WORLD

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1 HELLMANN WORLDWIDE LOGISTICS EASILY ACCESS DOCUMENTS FROM ANYWHERE IN THE WORLD

2 PERFECT PORTAL INTEGRATION Since 2001, Hellmann Worldwide Logistics has been successfully working with Ceyoniq Technology GmbH. During this time, successful projects were implemented that ranged from the audit-proof archiving of existing and new documents to scanning solutions. In addition, projects included the complex data migration solutions for all document types. It was especially important to ensure a seamless integration into the corporate-wide Hellmann Worldwide Logistics Portal system. The goal: Java-based web services for the integration of the Ceyoniq back-end system must be integrated into the existing HWL application. The stated goal was to realise the access through the Hellmann customer and user portal. Through the use of LDAP technologies, the user administration should be simplified and the handling designed to be more comfortable and user friendly. A further requirement was the replacement of FAT client installations as well as legacy middleware systems. Solution: For the users, the access to archived documents that have partly been stored through a scan process is standardised throughout the company. This ensures a uniform operating procedure for all parties involved in the company and eliminates increased time expenditure caused by different user prompts. The integration of Ceyoniq nscale is established through the integration in the HWL Portal System menu.

3 HELLMANN WORLDWIDE LOGISTICS Hellmann Worldwide Logistics is a company with a long-standing tradition. The company enjoys an excellent position in the market and is one of the large, internationally operating logistics companies. Founded by Carl Heinrich Hellmann in 1871 as truly a "one-man show" back then equipped with one horse-drawn vehicle in order to offer transport service in and around the town of Osnabrück the company has created a unique success story. Continuous, healthy growth and an orientation to the market requirements helped Hellmann Worldwide Logistics develop into an international company that now operates 440 offices in 157 countries. A SUCCESS STORY This pronounced service orientation combined with a flexible mindset in order to fulfil the market requirements were the guaranteeing factors in the success story of Hellmann Worldwide Logistics GmbH. In order to meet the demanding requirements of flexibility and secure archiving of the existing and continuously growing volume of documents, Hellmann Worldwide Logistics chose nscale, which was seamlessly integrated into the existing HWL Portal System.

4 INTEGRATION INTO THE EXISTING SYSTEM AND SECURE DOCUMENT ADMINISTRATION Hellmann Worldwide Logistics employs over 8,500 people worldwide. Over 200 employees are directly involved with the processing of audit-proof documents so that a solution was required which could be easily integrated into the IT infrastructure with which the users were familiar. In 2001, the company decided to trust in the nscale archiving solution and, in doing so, laid the groundwork for a long-term and successful cooperation. On the basis of IBM server hardware, nscale was integrated into the existing structures. In this regard, nscale was made accessible to users via a menu item in the company-internal HWL Portal. It was especially important that the existing processes were not negatively influenced but instead complemented through a sensible expansion of document management functionalities. This was achieved through the commissioning of nscale as a fully integrated document management system. International logistics require clear and definable processes, a high level of flexibility and the openness to be able to quickly react to changing structures in the best possible way for the client. Rigid and non-scalable software solutions for the administration of large data volumes would disrupt this principle.

5 SCALABLE SOLUTIONS FORM THE BASIS FOR SUCCESSFUL GROWTH. Hellmann Worldwide Logistics is expanding; this necessitated the introduction of a new system that was able to handle the increasing and fluid structures of an international corporation. The keyword for success can be found in the name nscale: the scalability. The fact is that a constantly evolving and expanding network in which over 5,000 trucks transport goods and countless commercial collaborations exist with shipping companies and airlines requires a document management system that grows along with it and is scalable. First a solution for the scanning of paper documents was found. Kofax, manufacturer of solutions for document creation, was able to provide the suitable software with Kofax Capture. The documents were scanned using Fujitsu and Kodak high-performance scanners and processed using Kofax Capture. Then they were automatically forwarded for archiving and administration with nscale. A major hurdle was cleared in the path to a paperless office. In order to meet the increased requirements and consider the latest innovations in the area of document management, the complete migration of nscale was completed in Additional subprojects, which were established and implemented in a cooperative fashion, included the WebService functionalities and the integration of a dynamic search function in the HWL Portal. In the further course of the WebServices (from 2008), migration of all documents types existing within the company were successfully implemented. We are constantly striving to improve our services so that our customers can be serviced in a more efficient manner. Public statement, HWL homepage A flexible and secure document management system that can be easily integrated into the existing IT infrastructure is the basis for being able to process the large volume of data we have. We have been relying on nscale solutions from Ceyoniq since The solutions allow the optimal process workflow and we can take the time to focus on our core competencies. Manuel Wetzel, IS Application Manager at Hellmann Worldwide Logistics

6 RELIABILITY AND FLEXIBILITY: SETTING THE FUTURE COURSE According to Manuel Wetzel, the factors that played a crucial role in choosing nscale were a stabile back-end system and the flexible SDK (Software Development Kit) use of nscale. This allowed the establishment of a document management system that functions reliably and at the same time is flexible enough that it can be expanded through the required components at any time. The next sub-projects are planned for the future and are pending implementation: aside from audit-proof document archiving, the topic of archiving is once again becoming relevant. For an client HLW uses Lotus Notes. With the solution nscale for Lotus Notes, Ceyoniq offers the perfect instrument for being able to archive s, without requiring the employees to adjust to a new workstation environment. In order to handle the increasing data volume, the conversion of the existing archive storage systems is another important milestone which will need to be attained in future. Up until now, 2.7 terabytes of data (the equivalent of about 130 million documents) have been processed using nscale. In the next four years, Manuel Wetzel sees an increase in the overall business volume of 40%; through to 2014 he believes more than 180,000,000 documents will have to be archived. Within the scope of the flexible expansion, even the WebService functionalities were expanded to include valuable features, such as an update routine.

7 AT A GLANCE Hellmann Worldwide Logistics has been using the audit-proof nscale document management system since This was seamlessly integrated in the existing IT landscapes. It was important to not disrupt existing structures and tried-and-tested business processes, but to expand the document management functionality. Within this scope, nscale was integrated into the existing HWL Portal System. After successfully completing the most diverse sub-projects with the goal of aligning the existing structures to the growth, additional tasks such as the conversion to IBM Server hardware or archiving have already been defined and planned. With nscale, we have found a product that is able to manage the constantly changing and expanding demands of Hellmann Worldwide Logistics through its scalability. Manuel Wetzel, IS Application Manager at Hellmann Worldwide Logistics

8 About Ceyoniq Technology GmbH Ceyoniq Technology GmbH Boulevard Bielefeld Phone: Fax: info@ceyoniq.com Ceyoniq Technology GmbH is the premium manufacturer of the nscale 7 vecto information platform. nscale 7vecto. This platform encompasses software solutions from industry-independent document management and enterprise content management to intelligent systems for the processing of complex business and communication processes ( management, invoice processing, etc.). The company headquarters are located in Bielefeld. Other offices are located in Hamburg, Munich, Leipzig and Vienna. The company currently employs a staff of over 150. Ceyoniq Technology GmbH is part of the Ceyoniq Corporate Group; this Group also includes Ceyoniq Media GmbH in Bielefeld and Ceyoniq Consulting GmbH located in Bielefeld und Leipzig.