How a growing trading & distribution company gained complete control over business documents with Axiever DMS
By implementing Axiever document management system, the company centralized documents, reduced errors by ~40%, and strengthened productivity, security, and audit readiness.
As the organization expanded, document volumes increased across sales, finance, procurement, and operations. Managing business critical documents without a centralized system became a growing operational and governance challenge.
Client profile
- Industry: trading & distribution
- Company size: 100+ employees
- Departments: sales, finance, procurement, operations
- Scope: invoices, contracts, purchase documents, sales records, compliance files
Business context
Multiple departments generated and relied on critical documents daily, including sales orders, invoices, customer contracts, vendor agreements, and internal approvals.
Documents were stored across email systems, shared drives, and individual computers. This fragmentation led to inefficiencies, limited visibility, and increasing operational risk, prompting leadership to seek a centralized document management solution.
Business challenges
- Inefficient document retrieval across multiple systems
- Lack of version control leading to errors and rework
- Insufficient access control for sensitive documents
- Manual and time consuming audit preparation
- Reduced productivity due to document administration overhead
Solution: Axiever document management system
The organization implemented Axiever document management system (DMS) to establish structured, secure, and centralized document control.
- Centralized document repository
- Advanced keyword and reference based search
- Contextual document linking to customers, vendors, orders, and invoices
- Role-based access control for security and compliance
- Version control and document traceability
Implementation approach
- Identification and classification of critical document types
- Migration and organization of legacy documents
- Configuration of access rights by business role
- User training and structured change management
- Go-live, stabilization, and operational support
Results & business impact
- Document retrieval reduced from minutes to seconds
- ~40% reduction in document related errors
- Improved data security and compliance controls
- Several hours saved per week across teams
- Audit ready operations with organized documentation
Client testimonial
“Before Axiever, our documents were scattered across emails and folders. With Axiever DMS, everything is now centralized, linked to transactions, and available in seconds. It has reduced errors, improved controls, and made audits much easier.”
Operations manager, trading & distribution company
Key facts at a glance
- Industry: trading & distribution
- Company size: 100+ employees
- Primary challenge: fragmented document storage
- Solution: Axiever document management system
- Measured impact: ~40% reduction in document errors
Conclusion
By implementing Axiever DMS, the organization transformed document handling into a structured, secure, and efficient operation. The solution improved productivity, strengthened governance, and reduced operational risk.
Axiever DMS now serves as a core foundation of the company’s information management strategy, enabling teams to work faster and management to maintain stronger control over business critical documents.