Document and data storage with SAP R/3 – How to handle the flood of data?

Industry

Banking & Insurances

Project scope

The company decided to implement SAP R/3. Due to increased pressure on costs, it is of top priority for the upper management to increase the efficiency of processing. The functionality provided by the ArchiveLink interface could be easily integrated in the service of the internally existing electronic archive. The main objective of this assignment was to develop a solution that allowed for directly archiving scanned documents in an electronic archive instead of handling paper documents. Archiving SAP print lists as well as other files (e.g. Word documents) should be possible from end-users’ PCs. During the two-months project, cimt AG implemented the required software, developed a concept for operating the applications, programmed the required changes to the existing SAP system, and trained the customer’s employees in using the required technologies.

• The possibility to directly view the scanned original of the SAP document increases the ease of providing valid information.
• Time consuming manual sorting of paper files can be abolished.
• Special document queries with SAP using the following options:
  • Comprehensive criteria for various selections
  • Overview on SAP documents using a document journal
  • Direct query of archived documents from the list
  • Possibility to download document information to Excel
  • Monitoring of links between documents
• In order to link the SAP documents to documents in the archive, index data from the SAP documents have been transferred allowing document queries using a browser and without SAP.
• The perspective of entering documents in the electronic archive in an early stage, leads to several other advantages:
• Abolishment of manual distribution of paper documents
• Electronic forwarding
• Automatic definition of stand-ins in case of absence (e.g. due to illness)

Customer Benefits

Every scanned paper document can be identified and requested from the archive through its electronic counterpart, an SAP business object. Using this technology leads to reduced reaction times concerning inquiries, while significance is increased and audit requirements are fulfilled. This project paved the way for an increasingly paperless workflow.

Project data

Status: Operating
Type of project: DMS, SAP archiving
Dimension: 2 consultants, 2 customer’s employees

Information technologies

• IBM ContentManager
• IBM ContentManager CommonStore for SAP R/3
• Kofax Ascent Capture