“We’re upgrading our ERP system, so we needed to update our EASY systems at the same time,” Mr Topping explains. “This has given us an opportunity to add new features – for example a PDF conversion capability that will make it possible to ‘read’ the contents of scanned documents, rather than just fields that have been mapped onto our ERP system.” So, if a member of the team wants to look up invoice relating to ‘software renewals’, for example, they can search the electronic document archive much as they would be able to search the Internet or an internal database.
In addition to the PDF reader facility within EASY CAPTURE PLUS, which uses optical character recognition technology to read and index content in a scanned document, The Jockey Club will also benefit from a browser-based interface (EASY WEB), making it easier to look content up from mobile devices. The upgraded system also includes Active Directory integration, making access to electronic documents even more seamless as part of users’ every-day tasks.
Using electronic document management has been so easy and so beneficial to the finance centre that The Jockey Club is now considering how other parts of the organisations might benefit from similar facilities for storing and accessing records. But it is still early days in the discussions. Experience has shown that having the support of EASY Software close at hand means the transition to new technology is painless.
“They’re always there if ever we need help – though that’s pretty rare! The software just works – it has an extremely low failure rate,” Topping remarks. “We’ve probably only had to contact them a handful of times in a given year, and usually that’s only because we want something to be tweaked,workflow to be adjusted, or some extra functionality to be added,” he says. “Whatever the reason, they’re always very responsive and willing to help – and their technical knowledge and understanding of the industry is second to none, so we know we’re in good hands.”