Scanning with Savento Transporter

Savento Transporter

Background

Powerful ECM systems are often being used, which offer both, archiving as well as technically mature document management functionalities. Most of these functionalities are usually not required, so that a migration to a leaner and less expensive archive system would be an option. However, a scanning solution is missing then in most cases, e.g. for archiving incoming invoices and linking them with documents in SAP®. Common separate scanning solutions with SAP® connection are expensive and often priced by scanning volume which foils the savings gained from the cheaper archiving solution.

Project Description

A big German logistics company wanted to migrate their archive system with extensive DMS functionalities to the lean PBS ContentLink (PCL) archive system. Beside data and outgoing documents created in SAP® also incoming invoices are scanned and archived. The aim was to scan these incoming documents with a simple and lean scanning solution and archive and link them within SAP® by using the Savento Transporter. For the scanning process cover sheets with barcodes are used which are created in SAP®.

Project Procedure

The process analysis showed that the scanning department scanned in batches in order to index them manually. Afterwards, the documents are archived and linked in SAP® whereat the validity of the entered index data is checked visually beforehand. For example the scanning personnel indexes the document with attributes such as the customer number. Before archiving the name and address of the customer in SAP® are displayed for validation and correction purposes. This functionality was realized with the Savento Transporter.

Results

The solution was rolled out quickly, trouble-free and with a high user acceptance. This was caused by the improved usability and the increased image quality. Another advantage was the reduction of the image size due to optimized compression (about 50%).

Since the GoLive the solution is running without any trouble in two departments and is being used daily. The solution is based on the ArchiveLink® standard and is therefore independent with regards to vendor respectively archive system.

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