Blenheim Palace brings in electronic document management

13.02.2011
World Heritage Site Blenheim Palace is adopting electronic document management to more efficiently process 20,000 financial documents a year.

It is implementing Version One's document management and imaging systems to electronically manage its financial documents instead of using time-consuming manual processes.

The technology will be seamlessly integrated into Blenheim Palaces Sage Line 500 accounting system and is expected to go live later this month.

Blenheim'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 was time-consuming, the palace said, and physical storage space was being stretched to capacity.

Once Version Ones 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 authorised users directly from Sage.