OSTFRIESISCHE TEE GESELLSCHAFT, LAURENS SPETHMANN GMBH & CO. KG CENTRALISED DOCUMENT MANAGEMENT WITH NSCALE

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1 OSTFRIESISCHE TEE GESELLSCHAFT, LAURENS SPETHMANN GMBH & CO. KG CENTRALISED DOCUMENT MANAGEMENT WITH NSCALE

2 Requirements: Interaction between AS/400-based ERP systems (accounting) and the archive Workflow for invoice receipt Modern contract management Corporate compliance regulations in the area of Solution: nscale 6 as centralised DMS Compiling of different DMS divisions (accounting, raw material specifications, contracts, etc.) nscale for Microsoft Exchange for the lawful archiving of corporate s Successes: Customised processes of incoming invoices Time- and cost-saving measures in invoice processing Fast and targeted handling of all contracts Specific documentation of all sent and received s

3 THROUGH THE OSTFRIESISCHE TEE GESELLSCHAFT Ostfriesische Tee Gesellschaft Laurens Spethmann GmbH & Co. KG is part of Laurens Spethmann Holding AG & Co. KG located in Seevetal, south of Hamburg. Today, with its over 100-year tradition, Ostfriesische Tee Gesellschaft belongs to the leading brands of tea on the German market. With Group-wide income of 520 million euro, the family-owned company belongs to the large medium-sized suppliers of food. Now managed in the fourth generation, the product offer consists of tea, sweeteners, bars and cereals. With an about 75% share, tea is an important business field and Meßmer is the most significant brand in the portfolio next to MILFORD and OnnO Behrends. ABOUT ADVICE IT advice IT is a consulting company for document management systems (DMS), process optimisation and archiving. advice IT consults and implements in all scope of work everything from incoming documents through to the digital archiving. The services of advice IT range from the conceptualisation and system selection through to the system and interface implementation and include the compiling or verification of process documentation.

4 COMPANY-WIDE ARCHIVING Since 1994 the company has been archiving numerous business transactions in its corporate headquarters in Seevetal near Hamburg. At the turn of the century the company faced overcoming an enormous challenge when the use of existing archive system was terminated. In looking for a suitable replacement system, the choice fell on the solutions offered by Ceyoniq Technology GmbH. In the following years, the document management systems was expanded and modernised on a piece by piece basis. The core is the customised processing of incoming invoices in cooperation between archive system and ERP application. It has now been updated and standardised through advice IT and the nscale 6 platform. At the same time, the archiving system was introduced through nscale for Exchange.

5 "Previously our AS/400-based ERP system coexisted with the archive system. Now the two systems work together and have provided us with savings in time and cost in the processing of invoices. The integration solution is customised to meet our specific needs and reduces the work for our colleagues in the accounting department. Even the update to the new platform nscale 6 was quickly and professional managed by the staff as advice IT. Thorsten Mamerow, IT Department at Ostfriesische Tee Gesellschaft Laurens Spethmann GmbH & Co. KG

6 THE SOLUTION FOR THE CONTRACT ARCHIVE The company's countless contracts are always being digitally archived and are therefore available for immediate access at any time. What's more: the system sends an reminder to the appropriate employee regarding pending follow-up schedules. "Through a practical archive solution we finally have a good handle and overview of our existing contracts. Despite this, the confidentiality of the contracts is not compromised. In addition, the processing of the archive data enables various analyses information that previously took a considerable amount of time and effort to pull together. What is especially important is the new 'reminder ' feature we no longer miss any deadlines." Sabine Mohr, Head of the Legal Department. A sophisticated, and transparent authorisation systems allows each employee to only access the contract for whom they are responsible. The "reminder " developed by advice IT contains all of the relevant information to the pertinent contract and refers back to the source of information in the archive system.

7 ARCHIVING: COMPLIANCE IN THE FOREGROUND In order to ensure compliance, the management board of OTG leans on the adherence to specific rules and on nscale for Microsoft Exchange by Ceyoniq. The solution was officially launched at the beginning of "That was a big step not just technically, but also in terms of the thought process in working with . We therefore made a concerted effort to spend more time on the development and decisionmaking processes." Christa Struwe, Project Manager at OTG "OTG is again at the forefront when it comes to the actual 'tackling' of new topics. Our thought process was not simply introducing a 'fast archiving' system, but it also entailed the correct handling of electronic business letters and documents. That is a very exciting project!" Uwe Johann, Project Manager at advice IT

8 About Ceyoniq Technology GmbH Ceyoniq Technology GmbH Boulevard Bielefeld Phone: Fax: [email protected] Ceyoniq Technology GmbH is the premium maker of the information platform. nscale 7 vecto. This platform includes software solutions ranging from industry-independent document management systems and enterprise content management through to intelligent systems for processing complex business and communication processes ( management, incoming invoice processing, etc.). Over 100 employees work at the Bielefeld headquarters and offices in Berlin, Hamburg, Munich, Leipzig and Vienna. Ceyoniq Technology GmbH is part of the Ceyoniq Corporate Group; this Group also includes Ceyoniq Media GmbH in Bielefeld and Ceyoniq Consulting GmbH located in Bielefeld and Leipzig.