ProMed Molded Products

Medical Components Firm Streamlines Document Management With Knowledgelake Solution

ProMed Molded Products needed a better way for multiple
departments to manage vital documents. To get rid of paper-based
processes, the company installed a KnowledgeLake ECM solution
running on Microsoft SharePoint. The result is fast document retrieval
for employees and highly accurate document metadata due to tight
integration with a SQL Server database.

BUSINESS NEEDS

ProMed Molded Products is a privately owned company that makes small, intricately designed silicone and plastic components and sub-assemblies used in a wide range of medical applications. Its products, which are made using state-of-the-art equipment and tooling to deliver small products with the most exacting specifications, are used in medical specialties such as cardiac surgery and cardiac rhythm management, urology, contraception, orthopedics, and drug delivery.

pro-med-molded-1 (1)

ProMed Molded Products
manufactures small, precision-made
silicone and plastic components for
medical uses. The company is based
in Plymouth, Minnesota.

www.promedmolding.comwww.macmahon.com.au

Plymouth, Minnesota

Medical Manufacturing

ProMed is a successful business, with the company steadily increasing market share since it was founded in 1989. As the company has grown over the years, it began facing problems with a growing accumulation of paper documents that were impeding basic business processes.

“We needed a document repository solution that could help us get a handle on all the paper documents being handled across multiple departments,” says Mary Humphrey, Information & Technology Manager for ProMed.

“Our goal was to implement a solution that would integrate well with our network environment, and would let employees quickly find documents without having to go to our locked vault room and sift through boxes of paperwork. That manual process takes a lot of time, involves numerous personal, and was costly. We also knew that with a digital solution, we could safely destroy paper documents that in the past had to be retained for many years for compliance reasons.”

"Users can easily enter and search for information. The results are displayed on the web page, and a simple click brings them instantly to the user’s desktop. With KnowledgeLake, we save considerable time when retrieving documentation. Sometimes all that’s needed is a quick review on the screen and it’s done, without any need for printing the document."

-Mary Humphrey, Information & Technology Manager ProMed Molded Products

SOLUTION

ProMed deployed the KnowledgeLake Enterprise Content Management (ECM) solution immediately following a SharePoint implementation.

“We had Microsoft Office, and knew that SharePoint and its integration with Office was essential to what we were looking for,” says Humphrey. “KnowledgeLake and its tight integration with SharePoint was a natural extension of the overall document management solution.”

The KnowledgeLake ECM solution is used in the company’s customer service, manufacturing, and finance departments. ProMed uses multi- function devices to scan documents.

During a scan, Knowledge picks up the document and sends it to a cache folder. Once there, the company uses an “awaiting batch” process to index the document. During this process, additional information from the company’s Microsoft SQL Server database is automatically applied to the index screen so the user doesn’t have to key in critical data. The document is then posted to SharePoint, where it can be viewed as a document web page.

BENEFITS

With the KnowledgeLake ECM solution and Microsoft SharePoint, ProMed has a sophisticated yet easy-to-use document management solution that saves employees valuable time in looking up information. Its integration with an existing database helps minimize data errors. The company also benefits from the valuable technical assistances provided by KnowledgeLake.

Fast, Easy Access to Documents

The KnowledgeLake ECM solution provides an intuitive interface that is easy to use for employees already familiar with the Microsoft Office environment. “The KnowledgeLake support staff created search pages for each document class,” says Humphrey. “Users can easily enter search information. The results are displayed on the web page, and a simple click brings them instantly to the user’s desktop. With KnowledgeLake, we save considerable time when retrieving documentation. Sometimes all that’s needed is a quick review on the screen and it’s done, without any need for printing the document.”

Tight Integration with SQL Server

The KnowledgeLake ECM solution’s integration with ProMed’s SQL Server database streamlines scanning processes by ensuring accurate entry of information into document metadata. “By integrating KnowledgeLake with our SQL Server database, we are assured that information entered into scanned documents is correct and without any typographical errors,” says Humphrey. “It also saves a lot of time. Some of the information that we retrieve from our database would be very difficult to research and find in a paper format for every document we scan.”

Valuable Assistance from KnowledgeLake

Humphrey says finding a vendor with good support was an essential part of selecting the KnowledgeLake ECM solution. “We wanted a knowledgeable technical support staff that had a reliable product,” she says. “The KnowledgeLake support team has helped me many times with issues related to Microsoft updates or during upgrades to the most current version of the KnowledgeLake product. It is a pleasure working with the staff.”

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