Challenge Description
Mercamadrid, one of the leading food distribution platforms in Europe and a reference in the wholesale sector, faces a massive volume of transactions and administrative operations daily. The complexity of its processes and the amount of documentation generated posed a significant challenge for its internal management.
Before GDX Group’s intervention, the organization used manual and scattered systems for document management, leading to efficiency and traceability issues. The difficulty in accessing documents in real-time, combined with the risks of human errors and the need to comply with strict regulatory standards, required an advanced technological solution.
Provided Solution
GDX Group implemented DocuWare, a state-of-the-art document management system that transformed Mercamadrid’s administrative management. This system was configured to automate document flows and optimize key processes within the entity.
Features of the Implemented Solution:
- Automation of Administrative Processes: Configuration of digital workflows to manage and approve internal documents such as contracts, invoices, and licenses, reducing the need for manual intervention.
- Document Digitization: Implementation of a system that digitally certifies and archives all documentation, facilitating access and ensuring security.
- Integration with Existing Systems: DocuWare seamlessly integrated with the ERP tools used by Mercamadrid, enabling smooth information exchange and eliminating redundancies.
- Intelligent Search: Enabling advanced searches that allow employees to locate specific documents in seconds, improving productivity.
Additionally, GDX Group conducted training sessions for administrative staff, ensuring that employees adopted the technology efficiently and confidently.
Results and Benefits Achieved
The implementation of DocuWare has been a true turning point for Mercamadrid. Administrative management has now become a digital, agile, and secure process, allowing the entity to significantly improve its internal operations.
Automated workflows have drastically reduced the time needed to manage documents and approve procedures, translating into a greater capacity to respond to operational needs. This optimization has also freed up resources that can now be dedicated to strategic activities, raising the level of organizational efficiency.
Another significant benefit has been the complete traceability of administrative processes. With digitized and organized documentation in an accessible environment, Mercamadrid has been able to improve transparency and ensure regulatory compliance across all its operations. This has been especially relevant for audits and internal reviews, which are now conducted much more swiftly and effectively.
The integration of DocuWare with existing platforms has provided a unified experience for users, who can manage documentation without the need to switch between systems. Furthermore, the ability to locate specific documents in seconds has transformed the daily productivity of the administrative team.
Conclusion
The collaboration with GDX Group and the implementation of DocuWare have enabled Mercamadrid to digitize and automate its administrative processes, achieving greater efficiency and traceability. This technological transformation positions the entity as a benchmark in the modernization of document management within both the public and private sectors, ensuring regulatory compliance
and enhancing the experience for both its employees and business partners.
Client Experience
“The digitization of our administrative processes with DocuWare has led to a radical improvement in the efficiency of our internal management. We are now able to respond more quickly and accurately, helping us maintain our position as a benchmark in our sector. The professionalism and support of GDX Group have been key to the success of this project.”
— Juan Carlos Castro, IT Director at Mercamadrid
