Investment decisions for hardware and software are often based on the price of individual components. Supposedly attractive offers shape up as cost traps in the long term. Scanning specialist ‚BÜROTEX ScanProfi’ demonstrates how important it is to take total operating costs into consideration. In the end what counts is the contribution production equipment makes to the profitability of business processes.
Scanning bureaux are under imense pressure. Intense competition, coupled with ever increasing customer demands in regards to quality and short processing time, calls for highly efficient production processes.
This is especially the case where very heterogenous documents have to be digitised. The variety of documents ‚BÜROTEX ScanProfi’ has to capture mainly comprises of business documents from accounting departments and shipping documents. "The paper weight of documents received, in a variety of formats, ranges from 30 gsm rice-paper to 150 gsm light cardboard. Additionally, delivery dockets pose an added challenge. They are often dog-eared, crumpled or very soiled ", describes Timo Ulmer, Technical Manager, Scan Production at the service bureau, the framework conditions that have to be met.
Day-to-day operation reveals the true cost
Challenges that three scanners from a well-known manufactuer, employed in the past, were only able to partially meet. "The favourable purchase terms we were intially offered soon proved to be a fallacy“, explains Timo Ulmer. He backs up his ascertion with figures: „Scanning representative batches of 200 documents, comprising all paper weights and formats, we had thirty double feeds and five paper jams. In total we had to open the scanner nineteen times to resume processing. That equates to nineteen minutes idle time ", summarises Timo Ulmer the alarming results.
In 2004, in their search for more economic alternatives they evaluated a high-performance scanner from German manufacturer InoTec GmbH. The results were very convincing. All types and weights of documents were captured reliably and in high quality.
Timo Ulmer was equally convinced by the enduring product concept, which provides technological continuity and long-term use of the machines. This includes long-life compenents, such as superior grade ball bearings in the paper transport area, simple operation and straightforward maintenance of the scanners.
The integrated touchscreen encourages intuitive operation and assists in troubleshooting by providing easily understood pictograms and explicit full-text messages. The low noise level reduces operator stress. Daily cleaning and a large part of servicing, including calibration, are easily attended to by the operators in-house, thanks to the well-thought-out scanner construction.
The practice-oriented advantages were instrumental in InoTec scanners completely replacing the competitor’s products in a short time. They paid for themselves in a correspondingly short timeframe. „Return-on-Investment (ROI) run to about seven to eight months“, according to Timo Ulmer.
An Airbus A380 – captured electronically
Despite the purchase price of InoTec scanners being higher than the competitions’ products, their deployment proved to be significantly more cost effective. An effect that was increased by facilitating the shift of two scan operators to other duties. Additionally, the cost price per image was reduced by nearly 70%.
A natural result was that the fleet of InoTec scanners at ‚BÜROTEX ScanProfi’ increased by three additional units over the next few years.
"To date the four InoTec scanners processed around sixty million documents. Based on an average paper weight of 70 gsm that equates to about 280 tonnes of paper, which is equal to the unladen weight of an Airbus A380", exemplifies Timo Ulmer the paper volume processed.
Running only one shift, up to 130,000 documents can be digitised daily. That means seventeen to twenty million documents annually.
Replacing the existing InoTec scanners, some are up to eight years old, is not on the agenda for Timo Ulmer. Productivity of the installed scanners is of the same high calibre as when they were new. Regular maintenance service at appropriate intervals ensure consistent image quality according to Timo. That, and a guaranteed spare parts supply, negate the need for replacements.
Service orientation, flexibility and trustworthy communication are, according to Timo Ulmer, the hallmarks of the relationship between manufacturer and customer. This is a business philosophy which InoTec also benefits from. "I put a number of ideas on paper, based on my practical experiences. I hope they can contribute to further improve new InoTec models", according to Timo Ulmer. A close relationship between manufacturer and customer is core part of customer relatioship management at InoTec, which is directly aligned with the proven product concept strategically directed towards continuity and longevity.
BÜROTEX metadok GmbH / BÜROTEX ScanProfi GmbH
BÜROTEX metadok GmbH was established in 2003 as an autonomous subsidiary of IT services provider BÜROTEX SYSTEMHAUS GmbH, who has been in business since 1983. Today, it is one of the leading DMS/ECM services provider in Germany. In addition the IT services provider provides efficient support service in the areas of data centre hosting, housing and in the high security area at hundreds of customer locations. Business activities are focused on software and service delivery to ensure customers’ operatiobal and strategic applications are available to them in a reliable, cost-efficient and high-performance manner. BÜROTEX metadok GmbH demonstrates its core competence by offering a wide variety of professional scanning solutions. These are marketed under the label BÜROTEX ScanProfi GmbH. The portfolio includes consulting services in the area of digitisation, digitising legacy files and archives, "Just in Time" document processing, including data verification against existing ERP systems, data extraction, data capture as well as complete data logistic including data output management. The company, located in Nürtingen near Stuttgart, employs about sixty people and had a turnover last financial year of around four million Euro.