The Stadthotel (City Hotel) Jülich reduces its daily paper chaos and achieves huge time savings when searching for documents.

Jülich / Aachen, January 2016. The Stadthotel Jülich has introduced the ecoDMS software to archive the hotel's business documents. The archiving system reduces the daily paper chaos and has led to time savings when searching for documents. The Stadthotel Jülich was built in 1949 in Jülich, North-Rhine Westphalia. It is situated at the heart of Jülich in a quiet pedestrian precinct. The hotel has 33 rooms and 22 modern and fully-equipped hotel apartments. The rooms are sized between 35m² and 115m² and offer ample space for hotel guests.

Every day a vast number of paper documents and digital mail are handled in the hospitality industry. From booking documents and reservations to purchasing documents and internal and external correspondence, invoices, agreements, payslips and numerous other business documents, hotels need to handle a relatively large paper and data volume.

In order to reduce the volume of paperwork, the Stadthotel Jülich began to look for a low-price, comprehensive and easy-to-use archiving software. During their internet research, IT manager Stefan Lützenkirchen from Renko GmbH & Co. KG discovered the ecoDMS document management system. Following a close inspection of the ecoDMS website, Mr. Lützenkirchen downloaded and installed the ecoDMS software components and ran the demo version.

The objective of the Stadthotel Jülich was to limit the daily amount of paper by using a state-of-the-art digital archiving system. For employees it was important to be able to remain focused on their main tasks. New document processes and simple archiving procedures should facilitate the daily work routine. The required documents must be available immediately and, above all, from a central location.

Following the trial phase, the ecoDMS document management system proved to be the ideal software for the Stadthotel Jülich. For the hotel employees, ecoDMS is a "high-quality software at good value for money and with customer focus".

"The system is easy to understand, well-structured and could easily be integrated into the existing IT infrastructure of the hotel. What truly convinced us were the integrated search functions. When searching for documents, we only need to enter the appropriate search term and ecoDMS displays the required information. This is just brilliant!”, says Mr. Lützenkirchen. Archiving paper documents has also become easier. The incoming mail is scanned with the hotel's scanner. The assignment within the archive is more or less automatic with ecoDMS. Customised classification templates enable the system to recognise the documents, automatically assign and securely archive them.

The Stadthotel team has found the right partner for document digitalisation with ecoDMS GmbH: "ecoDMS is the perfect software for us. Since introducing the system, we no longer lose time when searching for documents. Our employees quickly learned how to handle the new software. As we now scan most of our paper documents, we no longer require as many filing cabinets to store the folders. We are very pleased that we are able to save a lot of storage space.”, says IT manager Stefan Lützenkirchen.

The introduction of the ecoDMS archiving software has made a lot of sense for the Stadthotel Jülich. The hotel now digitally archives a large number of documents with ecoDMS in a central location. The new document processes have significantly speeded up the filing and search times in the hotel.

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Image: The Stadthotel Jülich is situated at the heart of Jülich in a pedestrian precinct.
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