Corporate knowledge as a success factor
„Using inxire saves an enormous amount of time. Employees access all important documents quickly and securely. This lets them focus fully on their work and direct their resources towards building and growing the business."
Oliver Sauter Head of IT, Tropa Holding Limited
Tropa Holding
Challenge
A company’s data is valuable capital. It is all the more important that it is easily available to employees and management and preserved for the long term.
Tropa Holding Limited provides IT services for the Kraus & Naimer Group, which manufactures around 4.3 million electrical switching devices a year - from six factories and 18 sales companies worldwide. Around 600 of the 900 employees work at a computer and need fast access to quotes, invoices, contracts, delivery notes or certifications.
These documents used to be stored unstructured across dozens of file shares. What was needed was a uniform, central file repository in which the data could be collected and made easily available.
Solution
In 2013 Tropa Holding opted for inxire - a platform for enterprise content management and social collaboration that combines document management and archiving with social features such as following, sharing or commenting.
Based on Java, XML and the Oracle database, the system stores and manages large volumes of structured and unstructured data securely and scalably. In the first step the company filed all archive documents generated by the ERP system - customer-based and separated by country, company and department. Within seconds employees found the files they were looking for.
New features for more efficiency and data security
In 2015 Tropa introduced a digital system for controlling and archiving quality-management documents. Firmly defined approval workflows, a sophisticated permission concept and archiving including approval information ensure complete traceability across the entire document lifecycle.
In 2017 communities were added, bringing together groups with similar interests and tasks. Visibility and data access are governed automatically by the community’s classification - even administrators see a file only if they are authorized. This allows the secure storage of sensitive documents, for example for audits or the GDPR.
„The inxire software is the central point of contact for all of Kraus & Naimer’s corporate knowledge. Employees immediately find all the information they need. Even confidential data can be managed with absolute security."
Zlatko Baumberger Technical Director, Tropa Holding Limited
Result
Today inxire is a firm part of the working world at Kraus & Naimer. All SAP outputs land in the platform automatically; a dedicated application for input/output management was also developed via the API.
All content is found via full-text search regardless of file format; via WebDAV the platform is also available as a network drive. The ability to encrypt files has further increased employees’ trust - they now contribute considerably more information than before.
By the end of 2018, an estimated 150 to 200 million documents were stored in inxire. This is how Tropa Holding turns the corporate data of the Kraus & Naimer Group into economically usable knowledge.
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