National Trading and Development Establishment (NTDE) is a distribution and retail leader serving the United Arab Emirates. They focus on providing seamless service and high quality products through their logistics and retail chain. NTDE is known as a valued partner that continues to bring many renowned, international brands to the Middle East. Working with so many other companies and products generates a great deal of finance paperwork which needs to be managed, accessed, and tracked.
Tax invoices, sales orders, delivery notes, and other documents were being manually entered into the system and handled by their ten-person finance team. This involved manual sorting, segregation, file naming, and organizing in folder structures, all of which was subject to potential human error. Managing this number of files led to auditing challenges as the company tracked everything and attempted to wrangle missing invoices. Processing and sharing these documents took valuable time and resources. Physical storage intensified these issues, with millions of pages to be stored and monitored at a time.
NTDE sought to address these concerns with a content management system that could match their enterprise’s size and stream of incoming files. Computhink’s local partner in the Middle East, Cube Innovators Technologies LLC, introduced NTDE to the Contentverse Enterprise Content Management solution.
The bulk processing and indexing input options, DB Lookup, web & mobile client versions, familiar user interface, intelligent workflow features, version/revision control, audit trail for document monitoring, notifications for tasks, and powerful but simple search capabilities all solved NTDE’s finance filing issues. Cube’s vast experience and expertise in this vertical meant a quick deployment and onboarding of the ECM and rapid ROI for the customer.
Solution and Benefits
Configuration: To maximize access and facilitate input, Cube implemented desktop, browser, and mobile client versions of Contentverse. The ECM’s EasyIndex module was also incorporated, reducing the time to submit new and digitize existing documents. With DjVu High-Compression PDF (HC-PDF) technology, the customer has been able to input their fifteen million pages of financial documents into their digital storage locations and access documents with ease. Utilizing an Oracle database, Cube integrated Contentverse with their in-house ERP system for database lookups. MS Office and Outlook email integration are provided as standard.
Automated Input, Processing, & Management: With EasyIndex, NTDE is now more than able to bulk scan and process 3,000 to 4,000 documents daily. EasyIndex auto-files and indexes documents before submitting them to NTDE’s workflow processes. Since implementing Contentverse, documents are now scanned and uploaded centrally by a single employee, instead of ten. Once uploaded, only relevant personnel have access to the finance files for payment workflows and auditing purposes; the entire team can get back to managing business processes without taking part in document input.
Tracking & Access to Physical Documents: Before deploying Contentverse, NTDE had to rely on others to access their files. Now, that can be handled by the department internally without hassle, extended waits, or extra cost. With the DjVu HC-PDF technology, large files and large quantities of files take up less space and still open easily when required. Tracking these digital documents is an easier process, Contentverse metadata enabling identification of any document on the go. With version/revision options, internal audits are a simple matter, and employees can keep track of who created or accessed a document and when.
Search, Retention, and Audit: The comprehensive search and retrieval capabilities – with extensive index value combinations – have saved NTDE valuable time and operational resources. The resulting optimization makes the tracking, locating, and sharing of invoices and other files simple and painless. With Contentverse, NTDE can set parameters for regulatory requirements, securely maintaining files for years and purging data when the time comes. This is especially helpful for tracking key files and retrieving documentation for audit. Missing invoices no longer plague the finance department.
A New Chapter for Organizational Efficiency
With the assistance from our UAE local distributor and implementation partner Cube Innovators’ team, Contentverse has relieved NTDE of burdensome bulk input and finance document management susceptible to human error. The retail and distribution leader is able to streamline finance operations through workflow capabilities, removing now unnecessary manpower and automating crucial business processes. Mission critical integrations and regulatory features enable easy compliance and secure accounting for all data assets. With the help of Computhink’s ECM, the National Trading and Development Establishment is able to continue growing their international operations with clear skies ahead.
FOR IMMEDIATE RELEASE Steve Harnden, Marketing Manager, Computhink 630.705.9050 x221, sharnden@computhink Lombard, IL, January 3, 2013 – Computhink, Inc., a leading provider of Electronic Document and Content Management Solutions to the small to mid-sizedRead more
Office space is shrinking. Companies have gone from the generous 500-700 square feet per employee in the 70-s to around 200 square feet today. Zappos allocates as little as 120 square feet to each employee.Read more
To keep your business running smoothly, you have to pay attention to how its underlying processes are being managed. How do you accomplish this? Through business process automation (BPA). I’m not just talking about theRead more
Regulatory compliance, whether governmental or a self-regulating body, has always been a primary concern of business. In recent years, a number of comprehensive regulations have come into effect due to financial scandals involving several financialRead more
Having access to your documents from anywhere is more than just a convenience. Content and document management software enables relationships with clients and co-workers to be more seamless and integrative, with assigned tasks and documentRead more
Microsoft’s SharePoint remains a great app for collaboration and file sharing, but when trying to expand capabilities users quickly find the ubiquitous biz application inflexible without a load of add-ons – add-ons that make theRead more
FOR IMMEDIATE RELEASE Steve Harnden, Marketing Manager, Computhink 630.705.9050 x221, sharnden@computhink CHICAGO, IL, July 24, 2013 – Computhink, a global provider of document and content management software, has rebranded their flagship product to Contentverse.Read more