Learn how Eiffage-Vuylsteke digitized masses of documents and found a structural solution with Smartdoc intelligent document automation.
Vuylsteke is active in Flanders in a wide range of construction activities.
As a class 8 construction company, Eiffage-Vuylsteke has built an extremely strong reputation through the combination of great technical know-how and continuous pursuit of quality. In the construction industry, sometimes there seems to be as much paperwork as concrete and steel. Every construction site generates masses of documents: reports, pictures, e-mails, invoices, calculations, etc. Managing all these documents is very complex and time-consuming. Converting them into a digital format makes the job a lot easier, which is why Vuylsteke Aanneming from Meulebeke turned to Smartdoc.
Eiffage-Vuylsteke used the configurable templates in the Smartdoc software to design several processes for managing the documents, focusing on efficiency and traceability. Discipline seems to be the hardest part when it comes to document management.
Peter Piceu: “Unfortunately, not everybody followed these procedures correctly. Some people insisted on doing things the way they were used to, but now the system simply won’t allow that. Make no mistake about it, a lot of change management goes into convincing people to do things properly. Luckily, the tool is fairly simple to use – so at least that’s no excuse.”
For Piceu, the advantage of using Smartdoc lies not so much in the time savings, but in theassurance that users will find all relevant documents easily and efficiently when necessary. Moreover, there is a cost-saving effect. When a project is finished, all the documents are there to prove that the work was done as agreed in the contract. Which means no more endless discussions, often only resolved by giving the customer a discount.