CASE STUDY: Access open their doors to DocuWare

• 70% reduction in paper use and printing
• 25% reduction in job processing time (to date)

Access Door Systems Ltd are a commercial door and shutter manufacturer and installer based in Bolton, serving customers for over 30 years. Early in 2024 they recognised that the amount of paperwork required in their operation was becoming unmanageable.

With over 100 jobs a month - installations, repairs and servicing included - Access can produce thousands of documents that need managing, signing and storing. These documents include job sheets, sign off sheets and service certificates, to name just a few.

In addition, managing so many jobs is a logistical challenge, ensuring they're scheduled, assigned and completed on time - and shared with customers as required.

They turned to us and DocuWare as a solution.

Thanks to the introduction of DocuWare, our document management and automation solution, all of those 100+ jobs now begin life in DocuWare as a digital document - and every document required thereafter is the same.

Virtually no hard copy documents are required, DocuWare ensures information is standardised and always correct and each department can see where any job is at at any time.

From the moment a job is created and an engineer is assigned, automated workflows notify the engineer of the job, including the date and time they are required to be on site. They, in turn, use a relatively simple DocuWare form on site to complete the job, receive sign off on the work and return the confirmation (with photos), instantly and simultaneously, to head office and the customer.

Internally, if further work is required the necessary people are notified and another visit can be booked, otherwise the customer can be invoiced quickly and Access can send out safety inspection certificates as required with a simple DocuWare Task.

We also provided the facility to reschedule and reassign jobs if required - it's important Access remain agile in order to provide maximum customer satisfaction.

"Overall we're seeing at least a 25% reduction in the time it takes to complete work, allowing us to provide a better service to our customers - and take on more work. I expect that to improve a lot the more we work with DocuWare too.

"In addition, our commitment to the environment is underlined by the fact that we have reduced paper consumption and printing by around 70%.

"DocuWare was rolled out with minimum fuss, virtually no disruption to the business and was widely accepted - and seen as a vast improvement - by staff and customers alike.

"Keeley Travis have been brilliant from the start and nothing is too much trouble. They're happy to make minor changes to the process or add additional information to forms, stuff like that. Highly recommended."

Danielle Fisher, Service Manager

For our part, we enjoyed working with Access Door Systems Ltd. They knew what they wanted, recognised how DocuWare would help them achieve it and worked with us to make sure we got there.

The project demonstrates DocuWare's versatility. Virtually any paper based process can be digitalised and made much more efficient, whilst document management becomes significantly easier. The cost and environmental benefits are clear to see too.

Do you have a project you'd like us to look at?