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Strengthening cost control with a new model for purchase approvals

Centralising archiving for over 110 million documents, improving retrieval times and unlocking cost savings

Ricoh Europe’s previous document management processes were reaching their limits. Individual operating  countries used their own local archiving systems, which often led to documents being scattered across multiple file servers. Other business functions relied on traditional paper-based archives.

With DocuWare in place, Ricoh Europe has successfully transformed its document management strategy. The company uses the solution to archive more than 113 million documents and manage more than 850,000 new scanned, systems-generated, and digitally received documents every month.

Ricoh Europe has eliminated many paper-based processes and accelerated document retrieval, enabling administrators to respond faster to internal requests and customer queries. With less time spent searching for documents, employees can work more productively on value-add tasks, while the centralised archives significantly reduce IT management workloads and costs.

The DocuWare solution also helps Ricoh Europe to develop more efficient document-based workflows.

"One of the most valuable aspects of DocuWare is the ability to collect metadata, which enhances searchability and makes locating documents simpler. Rather than having to look through different file systems, we can enter a customer name or contract date, for example, and the indexing presents relevant items

Carlos Morales, IT Services Delivery Manager, Ricoh Europe

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