When Jeremy Bree arrived at Henley Properties Group as CIO in 2010, one of his first tasks was to bring some order and control to clunky methods of managing millions of documents.\nHenley \u2013 a large Australian residential property developer \u2013 is a document intensive business. It manages 2000 construction jobs across the country each year, which generate several millions documents or around 600GB of files that need to be managed.\nFor each home that is built, the group needs to create project plans, lists of materials, build schedules, client contracts, subcontractor agreements and general paperwork for an organisation operating across Queensland, South Australia and Victoria.\nIn 2010, the company experienced data growth of between 20GB and 50GB in each state, meaning an existing file system method of document control was no longer suitable. The job-style file directory was inefficient, folder structures were different depending on who set up a particular job and folders were often lost after being accidently moved to another location.\n\u201cWe needed more than a place to simply store documents,\u201d said Bree. \u201cPeople had to be able to get documents from a number of different sources. There was a need for many different people to quickly and easily search and find documents and [they] had to be able to assign a document to someone and trace its progress through a workflow.\u201d\nOver the past two years, data volumes have grown significantly as the company produces higher quality and larger CAD drawings (which are imported from a file system as PDFs), files from multi-function devices, and captures more photos than ever before.\nTo overcome its issues, the organisation deployed Hyland Software\u2019s OnBase document management system. It also engaged experts from business process management firm CAYLX to help develop workflows for the system.\n\u201cWe also looked at Microsoft SharePoint but [OnBase\u2019s] workflow capabilities were better than [SharePoint\u2019s] out of the box,\u201d said Bree.\nHenley Properties Group is also capturing email and using an indexing function to capture job-related emails that were missed previously, and feeding purchase order information from its ERP system. Bree said the company expected to import up to 2TB of files by early 2013.\n Suppliers paid faster\nHenley Properties Group processes around 2000 invoices each week in Victoria alone and previously spent up to three weeks \u2013 using a manual process \u2013 sending invoices to managers and returning them to accounts payable for processing.\nHenley and CAYLX created a new approval process that has enabled Henley\u2019s operations in Victoria and Queensland to pay the majority of operational and project-related invoices within one week, which is vital in the high-demand building industry.\n\u201cIf there are three or four companies vying for a supplier\u2019s time and we can guarantee payment within a week, the supplier is more likely to come to us,\u201d Bree said.\nUnder the new process, invoices are scanned and automatically routed to the correct supervisor for sign off before being returned to accounts payable for payment. This means invoices are less likely to be lost and invoice accuracy will be improved.\nThe shorter invoice cycle has also improved cash flow. Data is captured as soon as an invoice arrives, allowing finance staff and business managers to determine which payments are on the horizon and anticipate cash flow demands.\nHenley plans to deploy contract scanning capabilities at property display sites.\nFinally, Henley also intends to improve processes around occupational health and safety (OHS), which is a big issue in the construction industry.\nAround 30 different books of forms used by OHS staff will be created as electronic forms, enabling supervisors and managers to capture and electronically lodge information such as incident sheets, while they are on site.\n\u201cDepending on which boxes they tick, the form will be automatically directed to where it needs to go,\u201d said Bree.