Success story
Hamm Reno Group GmbHIndustry• RetailSolutions• OpenText™ Document Accessfor SAP® Solutions• OpenText™ Email Archivingfor Microsoft® ExchangePartner Support• AXXEDO AGResults
Full-text search and locationindependent access saves timeand increases productivity
Digital real estate files enable
real estate management, notjust administration
Digital files protect against loss
and ensure business operations
and legal security

Reno saves time with secure,
digital real estate files
Shoe retailer manages real estate files withOpenText Document Access for SAP Solutions“It was our objective to offer employees quick,simple and local access to the real estate files.
We are completely successful in doing this thanks
to OpenText Document Access for SAP Solutions.”
Manfred Gries

Group Leader for Application Administration
Hamm Reno Group GmbH

Reno saves time with secure, digital real estate files

The Hamm Reno Group is one of the largest shoe retailers inEurope and has been in the industry for more than 120 years. 6,000
employees across Europe sell more than 40 million products every
year, including shoes, clothes and accessories. With revenues of morethan EUR 650 million, they operate around 550 stores throughout
Europe. A total of approximately 80,000 document pages related tothese properties alone.
For chain stores, real estate management is a crucial economic consideration. Locations, facilities and operations of the properties, which havebeen leased for several years, are vitally important for the profitability
and long-term economic success of the company. Because the realestate department at Reno is directly linked to the management
board, employees work with real estate files on a daily basis, managing
business-critical documents such as bills, agreements with realtors anddamage claims. These documents must be managed in an auditablemanner and be available to departments regardless of their location. For
this reason, Reno uses OpenText™ Document Access for SAP® Solutions.

Documents found within seconds

After the merger of the Hamm and Reno corporate groups in 2005, theHamm Reno Group kept the two headquarters located in Germany: one in
Osnabrück and one in Thaleischweiler-Fröschen in Rhineland-Palatinate.
In the past, if an employee needed to access a document held at the otherlocation, they had to request the file and have it sent by email, or even bypost. This practice proved to be time consuming and caused inefficiencies on both ends.

According to Manfred Gries, group leader for Application Administration
at the Hamm Reno Group, OpenText was a natural choice because of an
existing relationship. “Since we were already using OpenText ™ EmailArchiving for Microsoft ® Exchange, and had a very positive experience with it, we wanted to work with OpenText again to ensure theseamless interaction of our IT solutions, including SAP ® Real Estate,”
he explained.
With the support of OpenText partner AXXEDO, the long-standing IT
supplier of the Reno Group, the project was launched in August 2013,
and went live in January 2014.
Now employees can retrieve every digital document at the click of abutton, regardless of location. “This saves time and increases productivity,” explained Gries. “It was our objective to offer employees quick,simple and local access to the real estate files. We are completely
successful in doing this thanks to OpenText Document Access for
SAP Solutions.”

Digital files optimize real estate management

Historically, all real estate documents were stored in archive rooms�upto three file folders for each property. If an employee required a specificdocument, they had to fetch the relevant folder and conduct a manual
search. “The documents were filed by store. If colleagues wanted
to find something irrespective of the store—for example, all therecords of water damage in a particular year—this used to take amassive amount of time,” recalled Gries. In addition to the slow, lengthy
searches that made efficient and effective real estate management
difficult, valuable information from the bidding and preparation phase,
which can last for years before a property is leased, was also missing
within the paper files.

“Even in the eventof a disaster, we’ll
be able to restore
operations in aweek at the most.”
Manfred Gries

Group Leader for
Application Administration
Hamm Reno Group GmbH

Reno saves time with secure, digital real estate files

Now, with OpenText full-text search, employees can access all the documents related to a keyword displayed within a few minutes. Additionally,the valuable information that was missing is now incorporated into the files
and is accessible via special views. For example, users from departments
such as legal, store construction, marketing or the management board
can access comprehensive information on the realtors, or perform a costeffectiveness check of favored properties at the touch of a button�all of
this information is worth its weight in gold.

Ensured legal security while supporting
business operations

Paper-based files bring the risk of loss or of being destroyed in a fire orflood. This was true of the archives at Reno since they were only available
in single copies, requiring protection against such devastating losses.
Digitization and multiple back-ups of the new OpenText solution helps
support business operations. “Even in the event of a disaster, we’ll beable to restore operations in a week at the most,” explained Gries.
In addition, the OpenText solution also ensures that the files are fully
audit-compliant. Now, with the touch of a button, an entire email communication can be reliably stored with the corresponding documentsin the relevant file. This means that the completeness of the files isensured at all times. It also creates transparency for the employees, aswell as legal security for the company.

Because of their positive experience with the digital real estate files, arollout is currently taking place for a similar system for general contract
documents, based on the same architecture. Gries sees the potential of implementing OpenText solutions in other departments. “Maybe this will beapplied to other kinds of documents in the future,” he said. “For example,
the convenience of access irrespective of location, or of practical fulltext search would also be desirable for the HR department.”

About AXXEDOAXXEDO focuses on the development of practice-based and needsoriented solutions for archiving and managing documents and knowledge.
For more than ten years the company has been supporting both SME’sand large enterprises as a competent partner. In the process, AXXEDO
devotes all its energy to consulting on and implementing its customers’
visions in state-of-the-art, easy-to-use ECM solutions. The company
focuses on the optimum archiving of emails, the simple creation ofdigital files and the secure, automatic processing of bills.
axxedo.de

About OpenText

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