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Leading College to Significantly Improve Efficiency by Electronically Managing 200,000 Documents Each Year
Cornwall College, the third largest further and higher education college in the UK, is implementing document management and document imaging software to significantly improve invoice processing efficiency and free-up document storage space.
This software from Version One, which will be tightly integrated into Cornwall College’s Distinction QL accounting system, will enable the electronic storage of 200,000 documents each year including invoices, statements, academic certificates and personnel records. The college will also be able to electronically authorise its purchase invoices and automatically capture and verify the data from these invoices, reducing manual data entry.
Cornwall College is rolling-out Version One’s solutions to ten sites across Cornwall, Devon and Worcestershire. Mike Trebilcock, Head of Information Services at Cornwall College says, "Inefficient paper-based processes have been hindering our business efficiency and impacting our bottom line. In addition, rooms which could be used for teaching or office space are instead being used to store thousands of paper documents which is a waste of space."
Trebilcock continues, "We'll be able to eliminate paper-based invoice approvals. Obtaining approvals for 60,000 purchase invoices each year is currently a long and arduous process. With Version One’s technology, invoice approvers will be able to view scanned invoices directly from their PCs and accept, reject or query them within seconds. This will free-up time, allowing staff to carry-out more productive tasks. Version One’s software will also significantly reduce manual data entry, saving considerable amounts of time whilst eliminating data entry errors and reducing administration costs."
With Version One’s technology in place, the finance team will know exactly where invoices are in the approval chain...
- Mike Trebilcock, Cornwall College
With Version One’s technology in place, the finance team will know exactly where invoices are in the approval chain. Using a scanner and Version One’s software, all invoices arriving into Cornwall College will be scanned centrally and then instantly stored in the Version One archive (accessible via Version One’s web browser or by drilling down through Distinction QL).
As the electronic archive eliminates the need to photocopy invoices, this further enhances efficiency and cuts costs.
Version One’s software will also play a vital role in helping Cornwall College to store and circulate over 100,000 non-financial documents. These include academic certificates of achievement and personnel records such as passports, driving licences and medical questionnaires.
Trebilcock added, "As a number of departments need a copy of each student’s certificate of achievement, this currently involves photocopying each certificate several times and then posting the copies to multiple sites around the college. This is a nightmare, especially as some students obtain up to ten certificates! Version One’s software will streamline this process and make it virtually impossible to lose these vital documents. We will also be able to work much smarter and far more efficiently."
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