EI conclude phase two of Iscor`s SHERQ DMS

After the highly successful implementation of the first phase of the Iscor Vanderbijlpark SHERQ (Safety, Health, Environment, Risk and Quality) Document Management System (DMS), the second phase was recently concluded under the guidance of Engineering Informatics (EI) and AST.

The installation of the SAP-based DMS has already had a dramatic impact on the way in which Iscor Vanderbijlpark SHERQ deals with its business documentation. Over 6500 documents were loaded onto the new DMS system in phase one, and phase two of the project saw further templates, revisions and documents loaded.

"We have rolled out the DMS to non-SAP users," says Brenda Simms, Iscor Vanderbijlpark SHERQ systems administrator. "And we have also made minor refinements to the system and added further functionality."

The system has taken a significant administrative burden off a range of Iscor Vanderbijlpark employees, freeing up valuable time for staff to concentrate on other activities.

"The manual document control system was a huge paper creation exercise," says Simms. "Administrators were having to make hundreds of photostats of documents and then had to take care of distributing them. But now the latest relevant copy of a document is instantly available to all who need it."

A comprehensive DMS is a necessity for any business process to work effectively. In most large companies thousands of documents are created each day - and these documents are searched for and used by data consumers, internally and externally. The high volume of document creation and search processes means that the bottom line value inherent in document management cannot be overestimated.

The Iscor Vanderbijlpark SHERQ DMS has brought much tighter control over documentation to the division. It has also eliminated instances where administrators were able to manipulate vital information contained within documents.

"It is now so much easier for management to track, control and update documentation," says Simms. "For example, a feature we designed into the system prompts users to revise documents at the appropriate time. This means that now the system works for us, and not us for the system."

The new DMS not only enables the Iscor Vanderbijlpark SHERQ division to effectively and efficiently manage its business documents, but also to actively include them in their critical business processes - thereby enhancing business value and delivery.

"We were very happy to use EI and AST for both phases of the DMS project, because they are so focused and knowledgeable about the system," Simms concludes.