AUTOGUIDOVIE, a Century on the Move

Autoguidovie is a historic Italian public transport company based in Milan. Founded in 1908 by Alberto Laviosa, the company introduced an innovative motorized vehicle that combined a railway carriage with automobile wheels, replacing the traditional rack-and-pinion system with a diesel engine. Following World War II, during the 1950s and 1960s, Autoguidovie experienced rapid expansion, strengthening both public and private transport services. Today, the company has around 700 employees and operates a fleet of over 500 buses, with new vehicles on the way. Leading the company is President Camillo Ranza, a fourth-generation member of the founding family.

The Challenge


Autoguidovie has developed strong IT expertise, allowing it to efficiently manage essential services such as workforce planning and fleet management. Among the key technological solutions adopted are a corporate data warehouse, an AVM system for real-time bus monitoring, and a camera system to enhance security and accident control.

“Innovation is an integral part of our company’s DNA, a legacy of the pioneering vision of my grandfather, Alberto Laviosa,” says Camillo Ranza, President of Autoguidovie.

However, with the company’s expansion into the Milan Southeast and Monza-Brianza areas in 2007, managing paper documents became increasingly complex and inefficient. To address this issue, in 2008, Autoguidovie partnered with Yubiq to digitize documents and improve document management, reducing the risk of lost information.

autobus1
autobus2

The Approach


Since 2009, Autoguidovie has digitized approximately 8,000 incoming and outgoing correspondence documents, nearly 30,000 administrative records, another 30,000 related to personnel, 50,000 reports, and around 8,000 orders.

The main challenge was training employees on the importance of timely document management, cataloging, and archiving.

Currently, 100 users access the document management system, with a dedicated training program in place to ensure effective use. This process is crucial for maintaining efficiency and accuracy in document workflows.

The Impact


Under the old system, Autoguidovie produced around half a million pages of paper per year, 100,000 of which went unused, with each document being duplicated up to 15 times. The estimated cost of processing a single paper invoice was around €18, and 3% of documents were misfiled. While 3% may seem small, retrieving a misplaced document cost approximately €120, highlighting the urgent need for a better solution.

Now, with digitization, documents received at local offices are instantly accessible to the central headquarters and vice versa. This system ensures precise traceability of who viewed a document and when. The new approach has eliminated duplication and inefficiencies, significantly improving document management and reducing costs.

“Today, we no longer need to dig through filing cabinets to find an invoice, nor do we have to search dusty shelves for last year’s general ledger or VAT records. Even pay slips are now available in digital format and stored using optical archiving,” concludes Gabriele Pusinelli, Head of IT Systems.

autobus3b