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As an organisation, The Jockey Club employs around 500 people, across 20 locations in the UK. Until 2008, backoffice processes including financial accounting were handled locally: each of the 15 racecourses operated and managed its activities independently, in silos. Everything was processed manually, on paper, and records were stored in physical filing cabinets.

As part of the Club’s drive for modernisation and a more corporate ethos, a decision was taken to consolidate all of this activity into a shared financial centre in Cheltenham. But for this to work the Club needed to invest in an electronic document management system, so that files could be accessed remotely.

After surveying the market, The Jockey Club chose two complementary solutions from electronic content management specialist, EASY Software: EASY CAPTURE, for the scanning of purchase invoices across the group, and EASY ARCHIVE for storing the electronic documents.

Since adopting the electronic document management solutions, The Jockey Club has achieved the considerable efficiency gains it was looking for. “If there’s a query or an audit, it’s easy to pull up the imaged documents instantly instead of having to trawl through filing cabinets,” Mr Topping says. “Everything is much more streamlined, and of course we now have backups of all of the documents.”

These additional efficiencies have been put to good use. Rationalisation at the time of the move to a shared finance facility had already enabled a consolidation of administrative roles, and now the ability to access finance documents quickly means the remaining shared-service team can process documents much more quickly. “EASY has taken away the more mundane archiving and retrieval work, and because we can locate content so quickly the team is able to process a lot more invoices,” he notes. The volumes handled are typically in the region of 100,000 documents a year. Gradually, the Club is also reclaiming space once given over to paper storage. “We still have to keep any paper that hasn’t been scanned, for a minimum of six years, but those volumes are no longer growing,” he says.
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