Case Studies - EN

Case Study: thyssenkrupp Elevator

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DIGITIZING DOCUMENTS AND CREATING DOCUMENT TRACKING SYSTEM SAVES $25,000 PER MONTH Seven hundred different documents are typically associated with an elevator project, and managing this via paper made document discovery a long and arduous journey. The company's internal "red folder" was literally the physical file folder for the hundreds of documents required for building each single elevator. Each red folder was constantly shuttled from department to department to allow members of a project team to manually add their own paper documents. This problem was compounded by email. As the primary mode for internal communications, emails carried vital documents as attachments, but thyssenkrupp lacked systems for effectively managing these emails and attachments. One project team member described the outcomes of its paper-based structure as "wasted time, lack of visibility into jobs and delays in elevator delivery." Shipping hard copies was another limitation and a growing cost burden. Shipping copies to the company's 100-plus branches in the U.S. and Canada was costing the company $25,000 per month. This massive cost burden had a dramatic impact on the bottom line. The way the company was using shared network folders for managing electronic documents and other information was another liability. File structures could go nine or more levels deep, folder paths often exceeded 255 characters and documents were stored with little or no consistency and with varied naming conventions. Worse yet, placing network folders on multiple servers across the network led to duplication of documents and version-control issues. "Before M-Files, we would lose files due to deletion or because people stored different versions of documents in different folders," said Damon Rodkey, IT manager, thyssenkrupp. "Finding a particular document in our shared network folders could take up to five minutes. Sometimes I'd think that finding oil in my backyard would be easier." M-FILES MAKES DOCUMENTS RETRIEVABLE IN SECONDS Several years ago, thyssenkrupp built a cross-functional team of engineers, coordinators, managers and drafters to look at the document management process and explore solutions. The team mapped existing processes and then created a vision for an ideal system for finding and tracking documents across the organization. With the new vision in place, thyssenkrupp engaged with Unstoppable Software, an M-Files partner that develops custom software applications for manufacturing companies. Unstoppable created a management and tracking system for every document – and every version of every document – across the North American business unit. "We chose M-Files for four reasons: the platform's configurability, scalability, ease-of-use and low implementation cost," said Mike Fuller, developer/analyst at thyssenkrupp. "M-Files allows thyssenkrupp to create a document structure and naming conventions and to add metadata attributes to documents as they are added to the M-Files vault," said Nicole Harris, repair coordinator, regions. "Now we file documents tagged by certain names, job numbers and branches, which makes finding them a lot simpler and most importantly, faster." Next, thyssenkrupp built new workflow processes to replace the "red folder" that enabled project teams to run reports and identify the status of projects at any given time. In addition, they began automating processes such as the following: "M-Files allows thyssenkrupp to create a document structure and naming conventions, and to add metadata attributes to documents as they are added to the M-Files vault," said Nicole Harris, repair coordinator, regions. "Now we file documents tagged by certain names, job numbers and branches. This makes finding documents a lot simpler and most importantly, faster." - Nicole Harris, Repair Coordinator, thyssenkrupp

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