Blenheim Palace to use document management to electronically process over 20,000 documents

Blenheim Palace, the ancestral home of the Dukes of Marlborough and a prestigious World Heritage Site, is implementing V1’s document management and imaging systems to electronically manage over 20,000 financial documents each year. The technology, which will be seamlessly integrated into the Blenheim Palace’s Sage Line 500 accounting system, is expected to go-live in late February 2011.

Blenheim Palace’s current system is paper-based requiring the manual storage and processing of purchase and sales invoices. Documents distributed internally are often mislaid making it difficult for the finance team to establish where invoices were in the approval cycle. Manually filing and retrieving paper documents is also extremely time-consuming resulting in Blenheim Palace’s physical storage space being stretched to capacity.

Having previously implemented V1’s electronic form design solution (DbForm), Blenheim Palace had direct experience of working with V1 through its Sage software provider, Datel Computing, and was keen to further this relationship.

Frank Warn, Head of Finance at Blenheim Palace, explains “Since implementing DbForm to electronically create and circulate sales invoices we have been able to cut costs and eliminate pre-printed stationery, we were confident that V1’s systems would further improve efficiency.”

Once V1’s systems are live, the 20,000 purchase invoices Blenheim Palace receives each year will be scanned, tagged to the appropriate record in the Sage accounting system and electronically stored. They can then be retrieved by Blenheim Palace’s 17-authorised users directly from Sage.

Using V1’s optical character recognition (OCR) technology, DbCapture, the data on all invoices will be automatically captured and verified before being uploaded to Sage, significantly reducing manual data entry. Using V1’s authorisation module, once the invoices have been scanned, approvers are automatically emailed a link to the imaged invoices allowing them to approve, reject or query them with just a click of the mouse.

Frank Warn comments, “Moving from paper-based processes to V1’s automated systems will considerably streamline our accounts payable (AP) processes and provide us with greater control. For the first time the finance department will gain instant visibility over which invoices have been authorised for payment, those that remain outstanding and the identity of the relevant approvers they need to chase. This will help to speed-up invoice approval times and ensure that collectively we are able to work much more efficiently.”

Implementing V1’s systems will also support Blenheim Palace’s drive to be more environmentally conscious and eliminate the issues it currently faces resulting from handling large volumes of paper.

Frank Warn adds, “Storing invoices electronically will not only free-up vital storage space, but ensure that our documents are much more secure and can never be lost. As a UNESCO World Heritage Site, we’re passionate about doing as much as we can to reduce our impact on the environment. V1’s systems are going help us immensely with this task as we will be able to destroy paper copies of original documents once they have been scanned and archived.”

Published - 8th February, 2011  |  Contact PR - pr@WeAreV1.com or call 01625 856 505

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"Moving from paper-based processes to Version One’s automated systems will considerably streamline our accounts payable (AP) processes and provide us with greater control. For the first time the finance department will gain instant visibility over which invoices have been authorised for payment, those that remain outstanding and the identity of the relevant approvers they need to chase. This will help to speed-up invoice approval times and ensure that collectively we are able to work much more efficiently."

Frank Warn, Head of Finance, Blenheim Palace