Blenheim Palace begins Version One imaging project

Some 20,000 documents to be converted into electronic files

Blenheim Palace is rolling out integrated electronic document management and imaging systems from developer Version One to help it manage about 20,000 financial documents each year.

Warrington based Sage partner Datel Computing has already implemented Version One’s e-form design app DbForm and has now extended the relationship. It is now adding the developer’s optical character recognition (OCR) application DbCapture, integrated into the World Heritage site’s Sage Line 500 accounting system.

Frank Warn, head of finance at Blenheim Palace, said paper documents were easily lost and it was more difficult to streamline accounts payable processes.

“For the first time the finance department will gain instant visibility over which invoices have been authorised for payment, those that remain outstanding and the identity of the relevant approvers they need to chase,” Warn said. “Storing invoices electronically will not only free up vital storage space, but ensure that our documents are much more secure and can never be lost.”

The 20,000 purchase invoices received annually will be scanned, tagged to the appropriate record and archived in the accounting app for easy retrieval. Once the invoices have been scanned, using Version One’s authorisation module approvers are emailed a link to the imaged invoices automatically -- allowing them to approve, reject or query them with a click of the mouse.

The new system is expected to go live by the end of February.

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