TOYO

GLOBAL EXPANSION DRIVES NEED TO SCALE DOCUMENT MANAGEMENT SYSTEM

Toyo Engineering had long relied on an in-house document management system, which both Tatsushi Yamada and Atsuko Ando contributed to, as development task leader for the in-house EDMS and operation specialist respectively. The electronic document management system (EDMS) was hosted on a private cloud in Japan, “so it worked well as long as the project and the users were in Japan,” says Tarun Mohta, Product Manager. “But the trigger came when we had a project team in Canada.”

While TOYO’s EDMS laid a strong foundation, the company’s global expansion underscored the need for a more scalable solution. International teams had difficulty accessing files, maintenance costs rose, and providing 24/7 support to team members across time zones – especially in North America – was unsustainable.

“After realizing we were spending so much time, resources, and support to run the system, we knew it was time to look for a commercial application that uses industry best practices and where the IT vendor takes care of all the support,” Mohta says.

Because TOYO had built its system from the ground up, the team had a deep understanding of the requirements needed to optimize the company’s processes, roles, and responsibilities. The team used those insights to create a rigorous evaluation criteria for a new solution.

InEight was the clear winner – and TOYO was impressed from the start.

“Right from the introduction, the InEight team really supported us,” Mohta says. “This was the first time Toyo engaged with an IT vendor that didn’t have an office in Japan, and our collaboration with the Australian team has been excellent.”