Maidstone & Tunbridge Wells NHS Trust

12 December 2022

O’Melveny & Myers LLP

12 December 2022

Mexichem

Apogee was approached by Mexichem to overhaul its information management system, which was outdated and not fit for purpose. With Apogee’s help, all of Mexichem's documents are easily digitalised, edited and archived.

“Apogee replaced our legacy system with their latest Information Management software.

This system has allowed us to import our existing electronic files, as well as introduce our own indexing structure to make finding documents a very straightforward process.

We have also incorporated legacy paper files into the new system to consolidate records and free up office space.”

– Mexichem Representative

The Background

Mexichem Specialty Compounds, formerly AlphaGary Ltd, was acquired by Mexichem in 2011 and in 2016 the name was changed to bring the company more closely in line with the branding of its parent company. Apogee has been a provider of fully Managed Print Services for the company for many years and the relationship began well before the acquisition.

Apogee were approached by the company to provide a solution to the existing Document Management system as this was both out of date and unable to cope with their needs. Their existing paper-centric processes involving purchase order forms and invoices, which meant they were dependent on filing cabinets and storage boxes which were taking up valuable office space.

Production Print magnifying glass over photos

The Solution

Mexichem’s Financial Controller, Stevie Taylor, is the company’s ‘Information Management Champion’.

“We use the Document Management system for administration, accounting and invoicing, production recipe card, and personnel records. All documents are easily digitalised, edited and archived. Since the data is archived centrally, all authorised employees can access the correct version of a document no matter the time or place with a full audit trail”.

The Outcome

“Folders are set up on the MFDs, relevant to location or department with various access rights. The documents are scanned and indexed and a big advantage is that the indexing can be paused and revisited at any time which means the process can fit into other work load commitments. This has helped massively with recent self assessments and we achieved a 95% pass rate in the internal audit”.

“All departments at our Melton Mowbray site are using the Document Management system and the Finance and Customer Service teams are set up in Boston. The new work processes will be rolled out company-wide in the near future in partnership with Apogee”.

Benefits

Easy search function enables users to quickly find documents
Automation of invoicing has significantly reduced processing time
Storing documents in a document management system ensures documents are securely and safely stored with access restricted to authorised individuals

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