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Boxer Property Replaces Existing ECM Solution with M-Files


Boxer Property is a privately held commercial
real estate company and we own and manage office buildings, shopping malls and hotels.
We have about 16 million square feet across the country and about 750 employees.
Document Management and Enterprise Content Management (ECM) has always been an important
part of our operations at Boxer. We run a very vertically integrated company and there
are a lot of different departments that have to work together effectively. So even as far
back as 2004 we were involved in Enterprise Content Management for our industry that was
very cutting-edge. We scan each month leases and some of those
our non-standard – what we call non-Boxer leases. We have move-outs, we process billing
requests, credit requests and so Boxer currently bills over 6,300 tenants a month. So you can
imagine just the scope and range of the billing and credit requests coming in from all the
property managers. With our old ECM solution we were having problems
trying to find files. We wanted to have a focus where we can integrate into our ECM
solution, so we weren’t able to do that. M-Files allows very strategic workflow. Not only are
they able to integrate with our other solutions, but we can integrate with their API directly.
We have other data sources and with those data sources we have common metadata that
our company uses. So we want to integrate all that into the actual document, so then
we can run reports off of it and report better. Christine Dinh is leading the implementation
of M-Files rolling out to about 400 users here at Boxer Property. I have been managing
IT technologies for a very long time, but I don’t really have any experience on implementing
document management systems. However, M-Files is very simple and straight forward and I
was able to pick up and implement it with ease.
After implementing M-Files we were able to realize some of the benefits of the system.
Probably the striking was the easy of accessing the information across the entire company,
so we can a document that exists in one place and everybody can access it whether they’re
in our office or across the country or across the world.
The metadata is all dynamic. The metadata is all customized and we have the ability
to search on that customized metadata. In terms of records retention policies and enforcing
and implementing our records retention policies M-Files has been extremely helpful.
M-Files has a very great built-in tool to allow us to manage security.
I think it is a much quicker product than what we had previously and just the ease of
being able to scan and save documents has afforded my team just better productivity.
So what we experienced in the adoption and roll-out as we have started with certain areas
and certain departments. Now other departments are now coming to us and saying, “When can
we get on M-Files?” We have embraced Enterprise Content Management
and it’s a big part of our plans for the future. We expect M-Files to a part of that as well.

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