Date published: 01.09.08 - not release date

Space-Saving Document Imaging System Eliminates Storage Problem at Horbury

Horbury Building Systems, specialists in the internal fit-out of buildings for blue-chip construction companies, has today announced its planned implementation of document imaging technology into Cognition Solutions’ Intellect system. This imaging technology from Version One (www.versionone.co.uk), will enable Horbury to electronically archive its incoming and outgoing documents and then destroy the originals.

The need for this advanced imaging technology is being driven by Horbury’s recent office move. As the new office has a significantly smaller document storage area – 30m² rather than the previous 100m² - an appropriate solution to this storage problem was required. With Version One’s document imaging module (DbArchive), which is tightly integrated into Horbury’s Intellect accounting and business system, the current process of storing documents for years at a time in lever arch files, will be made redundant.

700 weekly timesheets and 400 monthly purchase invoices will be scanned-in and images of these documents will be automatically stored in a central electronic archive. The originals will be destroyed, significantly reducing the size of storage space required. DbArchive will also be used to electronically store Horbury’s outgoing documents such as payment certificates/sales invoices and further down the line, technical drawings and contracts.

With this new technology in place, the authorisation of documents will be much swifter. Currently, every document requiring authorisation is manually passed from one contract manager to another for approval, which is slow and inefficient. As documents in the electronic archive will be accessible to all (authorised) staff across the organisation, either by drilling down through Intellect or via a web browser, contract managers will be able to quickly retrieve and approve documents directly from the desktop.

Leigh Churchill, Financial Director from Horbury says, “We anticipate key advantages to implementing DbArchive. As well as the obvious space-saving benefits, the technology will streamline our processes, enabling us to locate and retrieve business documents within seconds. Staff time spent on mundane tasks such as the photocopying and filing of documents will also be reduced, and we expect to improve both cash flow and our relations with suppliers due to the swift authorisation of purchase invoices.”

Tight integration with Cognitions’ Intellect system was one of the main reasons Horbury selected Version One’s DbArchive, as Churchill explains, “After deciding to implement the flexible and functionally-rich Intellect system across our business, we realised we needed a solution for the electronic imaging of all our documents. We wanted the ability to drill-down from Intellect into an image of an invoice or timesheet, and so selected DbArchive as it provided the tight integration and the advanced functionality we required.”

Chris Eccles, Product Manager for Intellect adds, “We are thrilled that Horbury will be benefiting from an Intellect system with a fully integrated document imaging solution from Version One. Version One’s award-winning DbArchive is undoubtedly the best document imaging technology on the market and we look forward to partnering the company on future projects.”

-Ends-

Notes to Editor:

About Horbury Building Systems (www.horbury-uk.demon.co.uk)

Horbury Building Systems is one of eight companies in the Horbury Group and has an annual turnover of £18 million. The company operates throughout the UK providing drylining, partitions, plastering and multigrain packages to a whole range of blue-chip construction clients.

Horbury Building Systems takes on projects between £10k and £10 million. Recent fit-outs include Beetham Hilton Hotel in Manchester, the Manchester Civil Justice Centre, and Clarence Dock in Leeds.

About Version One (www.versionone.co.uk)

Version One Ltd is the author of electronic document management and imaging software. These solutions enable the automated electronic storage, retrieval, management, enhancement and document delivery of business documents such as invoices, purchase orders and statements. This 'paperless office' technology is seamlessly integrated into all major ERP and accounting systems and with a typical ROI of less than six months, Version One's solutions are enabling 1000's of organisations to save dramatic amounts of time and money.

About Cognition Solutions (www.cognitionsolutions.com)

Cognition Solutions plc provides complete business systems to contracting, construction, and maintenance organisations.

Cognition Solutions’ Intellect accounting and business administration software was created out of a desire to offer businesses a flexible, functional and efficient way of managing their financial and administrative affairs. It comprises twenty-five fully featured application modules that match the different activities involved in a company's business cycle. Organisations running Intellect systems meet their needs using the appropriate modules, knowing that requirements in the future can be satisfied with additional modules that are ready at any time to become part of the overall solution.

Contacts:

Liz Ebbrell, Version One
Liz.ebbrell@versionone.co.uk
Email: +44 (0)1625 856500
Tel: 07917 634 705
Web: www.versionone.co.uk

Chris Eccles, Cognition Solutions plc
Email: Chris.Eccles@cognitionsolutions.com
Tel: +44(0)845 056 8020
Web: www.cognitionsolutions.com