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Hull College automates document management

Warwick Ashford

Hull College is to automate its purchase invoice approval process to eliminate lost documents and speed up and simplify the process.

The college is rolling out document management software and imaging technology from Version One to handle the 30,000 purchase invoices it receives on average each year.

"With hundreds of authorisers based at 10 college locations and with many also working from home, the approval process is very complex," said Richard Hudson, procurement manager at Hull College.

He said automating the process would make it virtually impossible to lose invoices and enable the finance team to know exactly where invoices are in the approval chain.

The automation system provides for each invoice arriving at Hull College to be scanned and stored centrally in an archive.

The authorisation software will automatically notify the relevant people that there is an invoice for their attention. The invoice can be viewed using a standard web browser and forwarded for payment or further investigation.

Hudson said the system will "dramatically" streamline purchase invoice approval and reduce paper and distribution costs.

After the initial implementation, Hull College plans to roll out the document management and authorisation system to other areas of the finance department as well as expanding it to include the management and storage of non-financial documents.

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