PJH cleans up with document management system

The company has completed integrating the new systems into its Oracle database, and says it also expects to see improving efficiencies and a better corporate image. Electronic form design, automated document delivery and electronic document storage are now being rolled-out across all PJH’s nine sites, and David Johnston, group IT director says that over two million documents each year are now going through its new systems – replacing an outsourced scanning approach. “We used to send a range of documents to be scanned by a third party supplier,” explains Johnston. “This was costly as well as time-consuming, as it could take up to a week before the scanned documents were available for us to view online. “We also realised that this didn’t provide us with the level of automation, control and functionality we required. By implementing Version One’s systems, we have been provided with a fast return on investment and the flexibility and advanced functionality we needed.” PJH has now replaced most of its pre-printed stationery with electronically created forms – such as its branded delivery note, proof of delivery (POD) and picking note, now printed onto standard plain paper. Invoices, statements and credit notes are also now being produced using Version One’s form design system, while outgoing delivery notes and incoming PODs are scanned by one of 10 Kodak scanners across PJH’s sites. With authorised staff having instant access to documents, either through PJH’s Oracle system or via Version One’s web browser, Johnston suggests that staff time is freed-up to carry-out more value-adding jobs. Once all the company’s historical documents have been imaged, he adds, staff will no-longer need to trawl warehouses full of paperwork, saving them up to an hour per document.