Case StudyLeading Biscuit Manufacturer Transforms Collaboration and Streamlines Processes with the M-Files ECM Solution

Founded in 1889 and headquartered in Hannover, Germany, Bahlsen is one of the leading manufacturers of sweet biscuits in Europe. The company produces its biscuits from five sites in Europe and exports them to over 80 countries. Bahlsen has nearly 2,500 employees worldwide, and a UK office in Buckinghamshire.

Tackling Quality and Document Management with M-FilesBahlsen’s UK-based employees were struggling to manage documents and information effectively using network drives and complex, departmental folder structures. Finding and sharing information was challenging and time consuming because employees often didn’t know where documents had been stored or what they were called. The company began searching for a solution that would enable its UK team to better manage information and improve collaboration.

In addition, Bahlsen required a quality management solution to automate and streamline quality processes and help them better control documentation throughout the product manufacturing lifecycle. The flexibility of the M-Files enterprise content management (ECM) solution stood out during the selection process because it was a single system that could address both quality and document management requirements for the UK team.

UNITED KINGDOM

DOCUMENT MANAGEMENT

QUALITY MANAGEMENT

ON-PREMISESDEPLOYMENT

WHY M-FILES?

LOCATION

FOOD MANUFACTURING

INDUSTRY

COMPANY

BAHLSEN LLP

PROCESS MANAGEMENT

“What really stood out about M-Files was its simplicity and ease of use. The seamless Microsoft integration and familiar, intuitive user interface meant we were confident our staff could learn the system quickly with minimal disruption” said Michael Nuernberger, Technical Manager at Bahlsen. With M-Files, information is managed based on “what” it is rather than “where” it is stored. This allowed Bahlsen to completely migrate away from complex folder structures; making information easier to find, share and manage across the organisation. Simple yet powerful search capabilities and dynamic views allow employees to find and manage information in a way that suits them, rather than having to search through endless folders.

Automation and workflows lead to a more efficient workplaceThe UK team now uses M-Files across all departments to manage contracts, HR documents, customer records, product artwork and other business-critical information.

Document review and approval processes, such as new product artwork or updates to company policies, were previously very manual and cumbersome. M-Files workflow functionality has enabled Bahlsen to automate and streamline these previously time-consuming processes.

“The workflows in M-Files are really simple to create and have completely transformed the way we review and approve documents” said Nuernberger. “We have a large number of remote workers who are now able to review and approve documents while out of the office, and they can even access information while working offline.”

M-Files transforms collaboration and productivityM-Files has significantly improved the way Bahlsen employees collaborate and communicate with other departments. Finding and sharing information across the organisation is much quicker and easier now that there are no files and folders to sift through. Staff members are able to work more productively because they are no longer wasting time searching for information or having to contact colleagues in other departments for help with finding documents.

M-Files sophisticated yet simple permissions controls means that each department can retain control over important or sensitive information, and ensure it can only be accessed by people with the correct authorisation.

THEY SAID IT

“With M-Files, finding information and collaborating with colleagues is so quick and easy. It saves vast amounts of time and allows us to work more efficiently.”

Michael NuernbergerTechnical Manager, Bahlsen LLP

“M-Files has transformed the way we manage, secure and share information. Employees are more productive as less time is wasted on manual processes and physically searching for information” concluded Nuernberger. “We plan to further leverage the workflow capabilities of M-Files to streamline as many of our business processes as possible in future.”

M-Files enterprise information management (EIM) solutions eliminate information silos and provide quick and easy access to the right content from any core business system and device. M-Files achieves higher levels or user adoption resulting in faster ROI with a uniquely intuitive approach to EIM that is based on managing information by “what” it is versus “where” it’s stored. With flexible on-premises, cloud and hybrid deployment options, M-Files places the power of EIM in the hands of the business user and reduces demands on IT by enabling those closest to the business need to access and control content based on their requirements. Thousands of organisations in over 100 countries use the M-Files EIM system as a single platform for managing front office and back office operations, which improves productivity and quality while ensuring compliance with industry regulations and standards, including companies such as SAS, Elekta and NBC Universal. For more information, visit www.m-files.com.

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