| DB Magnetbahn |
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Since the beginning of 2004, DB Magnetbahn GmbH archives its complete technical documentation electronically. The company is well- acclaimed for its Transrapid project, a commercial maglev system. Lack of storage space and time- consuming retrieval processes were the decisive factors for the installation of an electronic document management system (EDM). Today, the central file cabinet can be accessed from various locations. |
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| Country: |
Germany |
| Industry: |
Transportation |
| Application: |
Filing Email, Remote Locations and Mobile Users |
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Solution Requirements
The company's transportation projects are highly complex and entail large amounts of technical documentation. The documents are circulated as paper copies or on CDs, along with numerous other documents in electronic form such as PDF, Word, Excel or PowerPoint files.
Documents
Even though documents were governed by a data base for over 20 years, the paper flood has overwhelmed and flooded the file cabinets. Lack of space, the error-prone nature of a paper archive and time-consuming retrieval processes finally led to the decision for a document management system. The wish for a central document pool that could be accessed from branches in Berlin, Lathen in Emsland, and Munich added to this choice. |
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Solution
The price-performance ratio tipped the scales for a DocuWare solution. "Other decisive factors were the simple operation and administration," stresses Friedel Megerle, responsible for selecting and implementing the EDM solution. The IT Manager anticipates an amortization of the EUR 52,000 investment for the software and services in less than 1.5 years. |
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Work Process
DocuWare has been installed at DB Magnetbahn on a Windows 2000 server since the beginning of this year. To capture paper documents, two DIN A3 duplex scanners type Panasonic KV-S6055 WU were installed. About 30 employees have the option to access the document pool from either the Windows workstations in the LAN or from the CITRIX Meta Frame. The DocuWare INTERNET-SERVER allows access to the central file cabinet via conventional Internet browsers. This same method of access is also used by the employees from the mother company, Deutsche Bahn. |
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The Benefits In Detail
Today the DocuWare file cabinet com-prises around 25,000 documents. Very often a single document consists of several hundred pages therefore plenty of paper storage space is saved. As a next step, it is planned to introduce the DocuWare CONNECT to SharePoint add-on module. Users will then be able to access the DocuWare file cabinet via the company's portal.
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Testimonial
Friedel Megerle,
IT- Manager:
"Since e- mail are a very important medium for communication these days, it is advisable to file electronic mail along with related documents. This aspect was crucial to us from the beginning." |
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