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, fully-equipped hotel apartments. The rooms range from 35m² to 115m², offering ample space for guests.
Every day a vast number of paper documents and digital mail are handled in the hospitality industry, including:
- Booking documents and reservations
- Purchasing documents
- Internal and external correspondence
- Invoices, agreements, and payslips
- Numerous other business documents
To reduce the volume of paperwork, the Stadthotel Jülich looked for a low-cost, comprehensive, and easy-to-use archiving software. During internet research, IT manager Stefan Lützenkirchen from Renko GmbH & Co. KG discovered the ecoDMS document management system. After thoroughly reviewing the ecoDMS website, he downloaded and installed the software components and ran the demo version.
The hotel's objective was to limit daily paper by using a modern digital archiving system. For employees, it was important to remain focused on their main tasks. New document processes and simple archiving procedures were intended to streamline daily work. Required documents must be immediately available and centrally accessible.
Following the trial phase, ecoDMS proved to be the ideal software for the hotel. For employees, ecoDMS is "high-quality software at good value for money and with customer focus."
"The system is easy to understand, well-structured and integrates perfectly into our existing IT infrastructure. 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. Incoming mail is scanned with the hotel's scanner, and the assignment within the archive is largely automatic using ecoDMS. Customised classification templates enable the system to recognise, automatically assign, and securely archive documents.
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 searching for documents. Our employees quickly learned how to use the new software. As we now scan most of our paper documents, we no longer require as many filing cabinets. We are very pleased that we can save storage space.", says IT manager Stefan Lützenkirchen.
The introduction of ecoDMS has proven very effective for the hotel. Numerous documents are now archived digitally in a central location, and the new document processes have significantly sped up filing and search times.
Details about the images:
Image: The Stadthotel Jülich is situated at the heart of Jülich in a pedestrian precinct.
Image & Logo: © Copyright Stadthotel Jülich