Company Gains More Control Over Historical Records With Electronic-document Solution
TDIndustries, a building management and construction company, had hundreds of paper documents detailing past financial reports. To gain more control over these files, the company digitized them using products from KnowledgeLake, a Microsoft Gold Certified Partner, and put them on a Microsoft Office SharePoint Server-based intranet. The result is fast, efficient lookups and technology that can help streamline other business processes.
TDIndustries is an employee-owned company that provides facilities management and construction services. Headquartered in Dallas, TDIndustries has several branch offices in Texas, Arizona, and Colorado. It has more than 1,600 “TDPartners” who work in a variety of specialized areas such as heating, ventilation, plumbing, refrigeration, electrical, and life safety systems. The company had revenues of about $324 million in fiscal 2008.
Founded in 1946, TDIndustries has generated hundreds of audited financial statements over the decades. The documents are vital to the business, particularly with the increase in regulatory and security concerns facing companies in the construction industry. However, the sheer volume of paper stored in boxes created its own issues. The company decided to seek a technology solution that could help reduce or eliminate the storage and access problems associated with the paper documents.
TDIndustries is a Dallas-based facilities management and construction company with offices in three states. It has more than 1,600 “TDPartners” who provide a variety of services.
Building and construction
“The financial statements were taking up way too much space in our archive room,” says Marge Angers, Controller for TDIndustries. “It was time-consuming to find, copy, and then return particular documents when they had to be accessed by auditors or by our legal or credit departments.”
"With the KnowledgeLake technology, searching through old financial records — a process that could take hours in the past — is now done in a matter of seconds."
-Scott Castelberry, Senior Applications Developer, TDIndustries
TDIndustries deployed Microsoft SharePoint and products from KnowledgeLake, a Microsoft Gold Certified Partner that provides document imaging, capture, and workflow solutions that integrate with SharePoint.
The company began scanning the archived financial statements using a Konica Minolta bizhub 600, a multifunction machine that includes a scanner, in September 2008. A single employee spent about one hour a day over the course of three weeks to scan approximately 300 audited financial statements dating back to 1946. TDIndustries used KnowledgeLake Capture for scanning and indexing the documents, and KnowledgeLake Imaging for SharePoint, which enables rapid searches across SharePoint Server sites and libraries.
KnowledgeLake Capture supports various file formats during the scanning process, including TIFF, XPS, and Adobe portable document format (PDF). TDIndustries chose to scan its documents as PDF files, which are read using either Adobe Reader or Adobe Acrobat client software. As they are scanned, the documents are indexed by type with meta-data tags that include Audited Balance Sheets, Audited Financial Statements, Audited Financial Statements with Supporting Documents, and year. The company‟s IT department uses security features that are part of SharePoint Server 2007 so that only employees with authorized permission can access the documents.
Implementing a solution using the KnowledgeLake products and Microsoft SharePoint allowed TDIndustries to streamline the storage and management of its historical financial documents. The technology was easy to implement and requires minimal training for users. The indexing functions allow for fast searches, helping company employees save time doing their research. And the success of the solution has also led other company departments to consider using it for their business processes.
Ready to find out how KnowledgeLake can work for you?
Request to speak with KnowledgeLake today.