ALD Automotive Case Study – Document Management Solution

Bristol based ALD Automotive LTD is part of the ALD Automotive group, operating across 40 countries and is an international leader in vehicle leasing. Managing well over a million vehicles, the group is the second largest vehicle leasing company in Europe and third largest worldwide.

  • Document management solution
  • Location: Bristol based, worldwide trading
  • Sector: Automotive leasing
  • Document Volume: 30,000 per annum

The Requirement

In 1999 ALD Automotive UK implemented Documation’s Document Management solution to file and retrieve vehicle documents. Since 1999 more than 1,500,000 documents (comprising more than 80 different document types) have been processed through this solution.

The new requirement was to automate the vehicle pay out process dealing with 30,000+ packs of varying numbers of individual documents each year, with the solution to integrate with ALD’s Dealer Services Interface (DSi).

The Requirement cont.

Dealers and brokers create quotations using the Dealer Services Interface. Once a quotation is accepted and the customer underwritten, contract schedule and hire agreement documents are prepared and printed.

Dealers scan the document pack pages along with supporting documentation to be uploaded via DSi back to ALD and imported automatically into the Documation solution.

Document Validation, OCR & sequencing

Digital Mailroom extracts the quotation number to obtain from DSi quotation details and the type and number of documents required for that particular deal.
Using OCR (optical character recognition) the solution analyses each page to ensure that the document belongs to the pack and is relevant to the quotation number.
Pages are indexed according to type, and a check made to confirm that all required documentation has been included, with dealers/brokers automatically notified of omissions via email. Processing is put on hold for any packs with missing documents.
Automatic re-sequencing ensures that associated documents are placed together and that types of document are ordered according to importance and priority, with a user interface provided to enable evaluators to re-sequence documents and/or reclassify document types should they wish.
The solution interfaces with the ALD dealer system for information as required and updates DSi with the deal status each time an action is completed.

Pack routing & digital signature

Validated packs are forwarded to the relevant ALD team to process.
Pages requiring signature on deal execution are identified by the solution. Each team member has a digital signature stored within Digital Mailroom and on deal execution this signature is stamped in the relevant places.

Our Testimonials

  • After coming highly recommended to us, Documation exceeded our expectations. They visited us and quickly came up with a plan and solution that matched our requirements and progressed efficiently, configuring the solution as our business needs changed.

    -Eric Adatia, Finance Director at Planet Organic

  • “A massive thank you for all Documation have done thus far with our project. I know we aren’t the easiest client but I am genuinely excited about the system and its implementation.”

    -Ian  Westlake,  Head of Procurement

  • “One of the real key things for us was Documation’s understanding of what our requirements were which made it really easy for us to get the solution that we wanted.  They listened to our needs and offered advice and recommendations in line with our budget.”

    Kerry Bailey, Strategic P2P Manager

    Watch The Testimonial
get in touch with documation
Get in touch regarding automation solutions

Need something bespoke?

Documation can provide a solution to almost any Information management or document processing challenge Contact us now to find out how we can help.