Hubron Saves $50,000 per Annum and Ensures Strict Regulatory Compliance Thanks to Version One
Manchester-based Hubron has improved efficiency, tightened-up its quality control processes and is saving up to $50,000 per year as a result of implementing document management and document imaging systems from Version One. Version One is V1 Document Management's UK based sister company selling the same award winning document management technology.
The Hubron group of companies benefiting from Version One's systems comprise Hubron (International), a manufacturer of black plastic masterbatch; Hubron Speciality UK, a distributor of resins, elastomers, polymers and functional compounding materials and Pharmaserve (North West) UK., which manufactures, fills and provides a packaging service to the pharmaceutical and healthcare industry. 
Hubron selected Version One's systems after they were recommended by its long-standing Sage re-seller, Datel Group. Daniel Dunwoody, IT Manager of Hubron says, "Datel demonstrated that Version One's systems were an ideal fit for our business as they were easy to use, reliable and had the advanced functionality we required." Hubron was also impressed by the systems' tight integration with Sage and Version One's good reputation and strong presence in the Sage marketplace.
Over 24,000 documents per year are now going through Hubron's document management and imaging systems which include electronic form design, automated delivery and electronic document archiving technology. These systems, which are used by the group's central accounting function, have eliminated costly pre-printed stationery and significantly reduced postage costs as all outgoing documents (invoices, order acknowledgements, statements etc.) are now created electronically with over 95% being automatically delivered by either electronic mail or automated fax. In total, Version One' systems are saving Hubron $50,000 each year and by sending out documents electronically, an hour of staff time every day has been freed-up.
"There's no doubt that Version One's systems have helped us to comply with the strict regulations affecting our industry"
- Daniel Dunwoody, IT Manager, Hubron
With Hubron being subject to strict regulations regarding quality control and testing, the Version One systems are being used to tighten-up its processes involving certificates of conformity and analysis. A certificate of conformity is a statement by the manufacturer that the goods conform to the relevant EC type-approval and a certificate of analysis attests the quality or purity of exported commodities.
Daniel Dunwoody, IT Manager of Hubron says, "It's a legal requirement for us to provide supporting documentation when goods are despatched. With the Version One systems, incoming certificates of analysis for Hubron Speciality are scanned and stored in the electronic archive. When a despatch note is sent to the warehousing provider, the relevant certificate of analysis is automatically retrieved from the archive and electronically delivered with the despatch note. By automating this process, efficiency has improved, staff time has been freed-up and room for error has been eliminated."
By integrating the Version One systems with its Laboratory Information Management System, LabVantage, Hubron (International) has also improved its processes regarding certificates of conformity. "Each time Hubron (International) despatches an item, Version One automatically looks-up the lot number on LabVantage and sends out the related certificate of conformity directly to the customer. There's no doubt that Version One's systems have helped us to comply with the strict regulations affecting our industry", says Dunwoody.
Hubron plans to extend the use of the Version One systems as Dunwoody explains, "We'll be rolling-out Version One's electronic archive system across the business so that all incoming and outgoing documents including purchase invoices, contracts of employment and product specification documents are stored electronically. This will save us a further $30,000 per year. We are also looking at implementing Version One's electronic authorization and automated data capture systems for further process automation."
In addition, Hubron will be integrating Version One's solutions into its Sage Line 500 accounting system as well as its customer relationship management (CRM) system, enabling authorized staff to access documents by drilling down through these systems. Hubron will also be making a range of documents accessible to customers via its website, such as invoices and certificates of analysis, reducing time spent resending documents whilst improving customer service.
