Document Workflow Solutions

Clean Power Technologies - Our Customers & Case Studies

Mike Burns (Director) of Clean Power Technologies says We cannot emphasise enough the numerous benefits that have been provided by DWS. It has radically changed our work processes and we now operate in a much more efficient and effective way. We thank them for working closely with us to ensure that the solution met our needs perfectly. We really could not recommend them enough” Mike Burns, Director Clean Power Technologies

The Challenge

Fuel efficiency and emission reductions have become to play an increasingly important part in our current political and economic climate. Clean Power Technologies, a company based in Newhaven, East Sussex, has developed a technology based on a gasoline and steam hybrid power which improves fuel efficiency by 40%. This exciting, energy efficient organisation, however, had some inefficient document management issues that needed to be resolved and engaged Document Workflow Solutions (DWS) to provide an economical solution to their needs.

The Analysis

DWS provided Clean Power Technologies with a free, initial consultation which included carrying out a full audit of the company’s document management processes and all associated costs. DWS then delivered a full report to the board of its findings and recommendations.

The Findings

DWS discovered that Clean Power Technologies used an external accountant based in Worthing, West Sussex, who retained all of the accounts documentation and accounting records, and had to ensure compliance with UK VAT regulations. Clean Power Technologies is funded by Clean Power Inc. based in Canada and copies of all documentation had to be sent there so that it too could be compliant.

This meant that all original invoices, receipts and other information had to be kept onsite at Newhaven, while two copies had to made of every document and sent to both the Accountants and Canada by recorded delivery.

This was expensive and caused confusion, as nobody knew who had the latest documents and so Canada was constantly phoning either Newhaven or the Accountants requesting copies to be faxed over, even though copies had been sent. The situation was getting increasingly out of control and immediate help was needed.

The Solution

DWS was able to devise and implement a comprehensive range of effective solutions for Clean Power Technologies that revolutionised its document management system. They included:

  1. Installation of a Xerox WorkCentre, a multi functional colour printer, scanner and fax machine that could be accessed by all staff members
  2. Once a document had been captured, an eCopy scan station interface would allow staff to make a visual check of scanned images to ensure that they complied with BSI regulations
  3. The most significant part of the DWS solution was the installation of Docuware, an electronic document management system which allows you to manage, authorise, process and access documents simply and easily, making them easier to use and more accessible. For example, Clean Power Technologies is now able to do the following:
    • Due to a barcode separation function, all accounts documentation could be scanned in a single batch and automatically separated within DocuWare’s recognition engine
    • Accounts staff could easily index all documents with DocuWare’s OCR (Optical Character Recognition) technology and documentation entered into a predetermined series of workflows
    • Once internal approval and payment of documents has taken place they could be passed to the Accountants electronically via DocuWare’s Web Client interface where they can now easily sort the electronic documents and view payment details, such as, BACS reference numbers and payment dates, as well as process data into the accounts software system and refer to them with just a click of a mouse
    • The office in Canada can now access every invoice in real time and a full audit trail can be instantly displayed on the invoices via DocuWare stamps.

In conclusion, the new document management system provides the following benefits:

  1. Reduction in storage and postage
  2. Reduced replication of processes
  3. Guaranteed compliance on both continents
  4. Significant staff time saved
  5. Everyone can see the same documents irrespective of location

Clean Power Technologies is now also able to enjoy the award winning support and maintenance services of Xerox which has over 1,100 Engineers across the UK.