HVAC Contractor E. B. O'Reilly & Associates Transitions from Paper to Digital with M-Files Easy Document Management

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Employees at AEC Firm utilize M-Files to manage installation documentation.

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M-Files enabled us to eliminate the inherent disorder associated with our manual, paper-based processes while improving our efficiency with handling the increasing volume of digital files from our subcontractors.

M-Files Inc., the developer of M-Files easy document management software and the cloud-based document management service M-Files Cloud Vault, today announced that E. B. O'Reilly & Associates, a Philadelphia-based heating, ventilation, and air conditioning (HVAC) installation and service provider, is utilizing M-Files to manage documentation associated with its installation projects. The company also intends to expand its use of M-Files for its service department.

E. B. O'Reilly & Associates selected M-Files as its document management solution of choice for its transition from a paper-based filing system for maintaining project documentation to a digital approach because it was easy to use and required minimal user training.

“We had a typical construction industry office, which meant there was an overwhelming amount of paper documents in file cabinets,” said David O'Brien, IT Administrator at E. B. O'Reilly. “M-Files enabled us to eliminate the inherent disorder associated with our manual, paper-based processes while improving our efficiency with handling the increasing volume of digital files from our subcontractors.”

“Similar to other companies in the architecture, engineering, and construction (AEC) industry, E. B. O'Reilly & Associates realized they needed to transition to an electronic document management solution, but needed a system that was simple and easy-to-use for its staff, ” said Greg Milliken, president of M-Files Inc. “Because M-Files seamlessly integrates with Windows Explorer and supports all Windows applications, E. B. O'Reilly's employees already knew the familiar Windows interface so they didn’t have to change the way they work, and required very little training.”

M-Files Integrates with Existing Accounting Database
E. B. O’Reilly utilizes an accounting system that has an older database structure, and one of the key criteria for selecting a document management solution was that the solution had to integrate with this system. The company was able to able to easily create a real-time direct link between its accounting database and M-Files, which enables E. B. O’Reilly employees to locate quickly locate the correct versions of invoices and estimates instantly by organizing them and searching on them using the common accounts and transactions that they manage in their accounting system. It’s all synchronized, if they update records in their accounting system the corresponding properties and tags, or metadata, in M-Files is updated automatically.

“Before M-Files, our staff often had to look for a document in three or four physical locations where we stored folders. But now, employees can find any file they need much faster, and they can be confident it's the right version,” added O'Brien.

About Edward B. O’Reilly & Associates
Edward B. O’Reilly & Associates is the Delaware Valley’s Commercial and industrial heating, ventilation and air-conditioning (HVAC), climate control and energy management specialists. With more than 50 years of experience in commercial solutions, state-of-the-art technology, and a dedication to customer service, O’Reilly & Associates is one of the Philadelphia’s most trusted family-owned businesses. For more information, visit: http://www.eboreilly.com.

About M-Files Inc.
M-Files Corporation develops M-Files professional document management software and the cloud-based document management service M-Files Cloud Vault that runs on the Windows Azure platform. M-Files is easy to deploy, learn and use, and enables companies and organizations of all sizes to make dramatic gains in efficiency and productivity by improving the way they organize and manage their business documents, information and processes. More than 15,000 customers in over 90 countries worldwide use M-Files to manage their documents. M-Files is available in 24 languages and is in use at customers such as AstraZeneca, BSA LifeStructures, EADS, FinnComm Airlines and Parker Hannifin. For more information, visit us at http://www.m-files.com, the M-Files blog, and follow us on Facebook and Twitter.

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