How Lesepidado Eliminated One Man-Week per Month by Digitizing Nearly 200,000 Production Sheets with LogicalDOC

Lesepidado is an Italian chemical company specializing in the food sector, headquartered in Castel San Pietro Terme (Bologna), in the Emilia-Romagna region. With a workforce of 80 to 100 employees, the company operates through two main business units: the production of food colorants for pastry decoration (both sweet and savoury), and the design and manufacture of edible inks and food printers, with a range that spans from small devices for artisan pastry shops to complex industrial systems.

Before adopting LogicalDOC, Lesepidado managed a massive volume of paper documents, relying on disorganized shared folders and manual archiving processes that consumed significant resources and put at risk the operational responsiveness required by the strict quality certifications of the food industry.

The turning point came with the introduction of LogicalDOC, now used as the central, secure system for automating document workflows and managing company compliance.

Lesepidado at a Glance

What Challenges Did Lesepidado Face Before LogicalDOC?

The main challenge was the daily management of a continuous flow of sensitive paper documents. Every day the company produces between 140 and 160 paper production sheets: in addition to containing the recipes and preparation instructions, these sheets include handwritten notes recorded by operators about quality controls and technical observations.

To meet the requirements of the BRC food certification, the company must guarantee complete and immediate traceability of every batch: in the event of a non-conformity or a product recall, the reaction times are extremely tight.

— IT Systems Administrator, Lesepidado

Why Did Lesepidado Choose LogicalDOC as Its Document Management System?

During the selection phase, Lesepidado evaluated the document module integrated into its ERP system (a solution based on a modified version of Alfresco). However, that system immediately proved too closed, rigid, and expensive: even creating a new document class required a paid intervention from the vendor. LogicalDOC was chosen for three decisive factors.

1. An Open, Flexible, and Customizable System

LogicalDOC offered an open environment that allows the in-house IT team to interact directly with the system and its database (including read-only access) to develop custom integrations and applications. A concrete example: an internally developed control panel that compares the sheets recorded in the ERP with the scanned documents stored in LogicalDOC, allowing the shift supervisor to see at a glance whether any sheet is missing.

— IT Systems Administrator, Lesepidado

2. On-Premise Deployment to Protect the Recipes

Lesepidado deliberately opted for an on-premise installation. The choice was initially driven by historical connectivity limitations, but it has been maintained over time for a strategic reason: the production sheets contain the company’s proprietary formulas and recipes, which the company prefers to keep inside its own server room, under the full control of the internal IT team.

3. Ease of Use and Complete Documentation

The software proved intuitive from day one. Thanks to complete, accessible technical documentation, the systems administrator was able to proceed entirely through self-training, and then trained his colleagues without the need for expensive external training sessions. The initial rollout with the production sheets was up and running very quickly.

How Does Lesepidado Use LogicalDOC Across the Organization?

Today LogicalDOC manages an impressive historical archive, with nearly 200,000 digitized and indexed documents. The main use cases include:

Automated Production Sheet Processing

The workflow is almost fully automated: at the end of processing, the operator scans the production sheet. An intermediate software reads the barcode printed on the form and renames the file with the sheet’s unique number — a capability LogicalDOC also offers natively, through its barcode reader and zonal OCR. LogicalDOC then monitors the destination folder, automatically picks up the files, and loads them into the system, making them immediately available and searchable.

Result: the man-week per month previously dedicated to manual archiving has been completely eliminated.

Quality Department and Supplier Certificates

The Quality department paved the way for expanding the software. Today, suppliers send their raw-material certificates of origin directly in PDF format, and the Quality team archives them in LogicalDOC with structured metadata, also setting expiration dates for each document.

Automated Expiration Tracking and Excel Reports

Using LogicalDOC’s automated procedures, the company configured a periodic extraction of expiring documents, which generates a report in Excel format. The Quality department no longer has to perform weekly or monthly manual checks, drastically reducing the risk of working with expired certifications.

Automatic Reorganization of Nearly 200,000 Documents

When the archive reached the file-per-folder limit, the systems administrator — helped by the official documentation and by artificial intelligence — created custom scripts that automatically reorganized nearly 200,000 production sheets into a year/month folder structure, with no data loss and no interruption to operations.

Company Contract Management

After a thorough cleanup of the old shared folders, Lesepidado is progressively extending LogicalDOC to contract management as well, benefiting from the same centralized, searchable structure.

Before and After: The Transformation of Document Management

What Results Has Lesepidado Achieved with LogicalDOC?

•         A net saving of one man-week per month: the production employee previously dedicated to physically sorting the sheets has been completely freed from this task.

•         Faster, stress-free BRC audits: during inspections, retrieving production sheets and the associated batches takes just moments, in full compliance with traceability time constraints.

•         Advanced OCR indexing: the system indexes not only the sheet number but also the document’s contents, making it possible to locate a sheet starting from a specific batch code — unthinkable with paper.

•         Elimination of physical archives: once digitized, the paper sheets are destroyed after one week, freeing up the cabinets previously used for storage.

•         An autonomous IT team: a complete migration to a new server was carried out in half a day by following only the official documentation, licenses included; on the rare occasions technical support was needed, it responded and resolved the issues very quickly.

— IT Systems Administrator, Lesepidado

About Lesepidado

Founded in 1999 with the idea of applying ink-jet printing to the food world, Lesepidado Srl is headquartered in Castel San Pietro Terme (Bologna), Italy. The company operates through two divisions: Vivy, dedicated to colorants and products for professional food decoration, and Vivitech, specializing in printing systems and edible inks, from countertop devices for pastry shops to industrial systems. Its plants are BRC and IFS certified and operate according to the highest international food-safety standards.

About LogicalDOC

LogicalDOC is a document management system founded in 2006 by Marco Meschieri and Alessandro Gasparini. Available both in the cloud and on-premise, the platform offers full-text search with OCR, version control, workflow automation, Microsoft Office integration, REST APIs, and WebDAV. These capabilities make it well suited for teams that need searchable archives, controlled access, and structured collaboration on business-critical documents. Request a free trial to see it in action.