Oaklawn, a mental health treatment facility, was looking to move their Patient Financial Services department from being outsourced to an in-house department. They needed a solution that was easy to install, learn, and use on a daily basis. The solution should not hamper the new department’s workflow or consume limited office space. They needed a solution with a low total cost of ownership that could help them meet the privacy and access requirements defined by the Health Information Portability and Accountability Act, commonly known as HIPAA. Additionally, the system needed to be flexible and able to be rolled out across the organization.

Southeast National Bank (SENB) was relying on a time-intensive paper-based system for their accounts payable department. The process involved making copies and shipping documents between branches for approval. This was not only laborious but also slowed down the invoice approval process significantly. The bank was ready to improve their accounting processes and streamline their workflow. They were looking for a solution that offered flexibility, security, and a quick onramp time.

AlphaPet Ventures, a Munich-based start-up specializing in premium pet food, was facing a significant challenge in managing its accounting processes. The company, which handles several thousand orders daily, had a disjointed system for managing incoming invoices. Some invoices were stored as PDF files on servers, while others were kept in paper form and sent weekly to an external accounting department. As the company grew and merged with another start-up, the volume of paper invoices increased significantly, and the storage of invoices in PDF form proved to be inefficient. It became increasingly difficult and time-consuming to obtain an overview of the company’s liabilities, which was crucial for managing its cash flow.

opta data group, a company that supports healthcare sector companies, was facing challenges with their invoice processing. They received over 3,500 incoming A/P invoices monthly, mostly paper-based. These were recorded in Excel and sent to the responsible departments and locations for approval. Due to a multi-stage approval process and a basic division of invoices into split amounts with allocation of cost centers, the processing times were long. Accounting also lacked any overview or transparency of the processing status during the approval process. Searching for information also took a lot of time and effort.

Rawlings Sporting Goods Company, a leading manufacturer and marketer of sporting goods in the United States, was facing challenges in managing custom orders and effectively communicating order information to their vendors. The company needed a solution that could tie custom specifications and artwork back to the original order and share this information with vendors worldwide. The solution also needed to maintain version control and allow document and file sharing with vendors across the globe. The company's customer service team works with clients to create custom products such as apparel, uniforms, sporting equipment and other licensed items. With so much information to manage for each order, it was challenging to keep track of all the details and ensure that the correct information was readily accessible.

Talbot Marketing, one of Canada’s largest providers of promotional products, corporate apparel, and uniforms, was struggling with a manual, paper-based sales order process. The process involved using a manila envelope, referred to as a docket, to collect all documents relating to an order. This included everything from the initial order, to artwork approval, and shipping and invoicing. The docket was then transferred from department to department. This method was time-consuming, prone to errors, and made document retrieval difficult. The management team was unable to effectively manage cash flow, balance workloads, avoid bottlenecks, and ensure no orders were lost or stalled.

Federation of Organizations, a multi-service, community-based social wellness agency, had been using the DocuWare on-premises solution for almost 10 years, but utilized only basic capabilities. IT Director Michael Serrano wanted to review and further leverage the DocuWare solution. As a result, he learned about the increased functionality that would be gained by migrating to DocuWare Cloud. He educated the department heads and staff about how the cloud worked. The challenge was to break down the misconception that if software is not on-premises it’s not secure. Once he explained how information is encrypted and transmitted, everyone jumped on board. The migration to the cloud solution went live in early April 2020, at a time when staffers were adapting to working from home due to COVID-19.

The Town Clerk’s Office of the Town of Windham, with its 300 employees, was responsible for storing and maintaining all records for the town’s departments. This included processing and storing documents for its 16,000 residents, such as motor vehicle and boat registration, hunting and fishing licenses, census upkeep, and marriage, birth, and death certificates. The office also maintained election and voter records, board meeting minutes, and historical documents, adhering strictly to the state’s regulations on proper retention of records. The records were stored in physical form, in labeled cardboard boxes stacked on metal shelves inside a vault room. The staff manually filed and searched for records, spending 7 to 10 days a month on organizing papers.

Contract Vehicles Limited (CVL), a leading British service provider in fleet management, experienced a significant increase in the number of incoming A/P invoices and operational documents due to business growth. The volume of paperwork tripled to around 100,000 within a few years, and the company struggled to manage the influx, even with additional staff. The company realized that a document management system was essential to maintain its performance and quality standards. The system needed to merge various document types and formats, enable fast searching and processing, allow rights-based internet access, and meet all legal requirements with high security.

Pharmigon, a manufacturer of patient-specific and highly specialized preparations for the targeted treatment of tumors, operates in state-of-the-art clean room laboratories. The company is required to adhere to Good Manufacturing Practice (GMP), which necessitates meticulous document processing and archiving. All documentation, including work instructions, forms, and plans, must be version-controlled and subject to a defined life cycle. Additionally, records must be created, archived for a specified period, and protected against tampering or manipulation. The company had been relying on digital document management for several years, but needed a solution that could seamlessly integrate with their existing pharmacy management system.

Advantage Credit, Inc. (ACI) was facing a high employee turnover rate due to its paper-heavy work processes that did not allow for remote work flexibility. As the workforce matured, the company's president, Don Unger, realized that offering remote work could help retain the highly skilled workforce. However, the transition from paper to digital files was a challenge due to the large amount of paper files and records that each employee needed to access. The company needed a secure document management solution that could digitize paper documents, securely archive them, and offer fast retrieval, collaboration, editing, and other actions from anywhere and at any time.

The Bavarian Tennis Association (BTV), one of the largest sports associations in Germany, embarked on a modernization journey in 2020. As part of this initiative, they aimed to make their structures more efficient, improve workflows, and accelerate coordination and decision-making processes. The association was looking for a solution that could help them redesign their administrative processes and make them more efficient. They wanted a solution that was easy to calculate, required minimal installation and maintenance effort, and offered a wide range of customization options.

Entsorgungsservice Meindl, a leading waste removal and recycling service provider in Germany, was faced with the challenge of managing a huge volume of documents to meet strict legal guidelines. For each disposal order, all transition and accompanying documents had to be archived in an audit-proof, tamper-free manner. In addition to this, they had to manage the usual invoices and delivery slips. The processing of all these documents involved a great deal of manual work, with up to eight employees involved in sorting and archiving documents daily. If individual documents were needed for information purposes, they had to be retrieved from folders and filing cabinets. This led to the decision to digitize the processes and enable quick access to documents by introducing a Document Management System (DMS).

Packaging Specialties Inc., a provider of sustainable film packaging solutions, was looking to digitize its operations as part of its eco-conscious mission. The company wanted to reduce paper use and save on mailing and printing material and costs. The company was previously relying on paper documentation filed in storage cabinets, which was not only environmentally unfriendly but also inefficient and costly. The company needed a solution that could be implemented across multiple departments, including accounting, human resources, sales, customer service, and maintenance.

iScan, a social enterprise launched by Humanim, provides document management services and employs individuals with disabilities. The company serves about 70 business customers, including Maryland Department of Motor Vehicles Administration and Maryland Department of Health, scanning 10 to 20 million images annually. However, the process of indexing a large volume of invoices and other documents was prone to human error, particularly when typing long strings of characters. The company needed a solution that could not only speed up operations but also eliminate these errors.

Lohmiller & Company/Carrier West, a Denver-based HVAC solutions provider, was heavily reliant on paper documents and email communications for its operations. The company had large amounts of paper documents stored in file cabinets, taking up office space and making document retrieval time-consuming. The company also faced challenges with task-oriented requests being overlooked in the sea of electronic information. The company had previously lost an internal electronic storage system due to a virus infection, which made them reluctant to let go of paper files.

Jorge Tadeo Lozano University, a private university in Colombia, was seeking to consolidate its institutional archives and digitize a large portion of its documents, such as enrollment, admission and registration records, grades and transcripts, so that they could be accessed digitally. The university wanted to expand the use of the system to include both internal and external processes, enabling records to be tracked from initial registration at the single correspondence window. The university also aimed to integrate DocuWare with existing IT applications and an electronic signature system approved in Colombia.

Owens Group, a renowned courier and transport service operating nationwide in the UK, was looking to digitally transform their ordering system and internal workflows for approving incoming invoices. They wanted to make common business processes easier and faster for employees, improve control and traceability, reduce dependence on paper documents, and improve the transparency of their processes. They also wanted to give employees easier access to documents and data, and needed to be able to see where orders were in the system at any given time, so that they could view, approve or cancel related documents digitally via laptops, phones and tablets. The goal was to increase efficiency in the procurement and finance departments.

Randy Shepard & Associates, Inc., (RS&A) specializes in warranty claims processing for new car dealerships nationwide. They handle warranty claims processing by reviewing every claim for manufacturer compliance, applying proper codes, entering the data and ensuring the appropriate documentation is submitted to the manufacturer with each claim. They also handle correcting rejected claims and resubmitting them and provide their customers with claim payment confirmations. However, managing these claims was time consuming especially if a document needed to be verified from a previous day or week. As their business grew, RS&A wanted to expedite their business process associated with processing paper documents, and make it faster and easier to locate any claim electronically.

Toshiba Business Solutions, a network of wholly owned office equipment dealers throughout the United States, was looking to streamline its sales order processes, from order inception to payment. The company wanted to implement a document management solution that would simplify information access by multiple departments, speed up the time it takes to process an order, and integrate with their Oracle ERP system and Salesforce CRM system. The company also wanted to create a full audit trail and standardize procedures between different locations. The tasks included streamlining workflow, simplifying information access, and speeding up order processing time to improve Days Sales Outstanding.

SRC Recruitment, a staffing agency based in Singapore, was facing several challenges due to its paper-based document management system. The company had to manually sort and store incoming documents in registers at two different locations. This led to high printing costs and difficulties in controlling the archived paper documents. It was challenging for the employees to quickly determine how long documents had been stored or when they were last updated. Moreover, the paper archive was taking up a significant amount of space, which was a major issue considering the high square footage price in Singapore. The company needed a solution that would allow them to completely digitalize their document handling and storage process.

QSAC, a nonprofit organization supporting children and adults with autism, was facing challenges in monitoring its complex accounting processes, grants, and donor funds. With over 1,500 employees and a budget of $55 million, it was crucial to have a robust system in place. The organization had previously invested in a document management system, but it lacked the sophisticated features they needed. QSAC wanted a solution that could integrate with FundEZ, their existing financial and accounting software, to improve document security, create custom complex approval workflows, and enhance functional skills.

Mercury Air Group’s MercFuel, a Los Angeles-based division that provides jet fuel, air cargo services, transportation and support services, was facing challenges with its accounting processes. The company purchases and resells over 400 million gallons of jet fuel annually for planes and airport gas stations. With a network of over 1,000 third-party fuel suppliers, the organization processes upwards of 12,000 invoices per month. The decision to move to a digital system stemmed from the need for more streamlined core business processes. Accounting transactions can become very complex - for example, one fuel ticket can generate multiple payable and receivable invoices between multiple vendors. MercFuel may have to wait to get invoices from all its vendors before it can invoice its own customers.

WeberHaus, a German manufacturer of prefabricated homes, creates custom houses for its customers. This process generates hundreds of documents for each construction project, which were previously archived in paper form and saved digitally on a network drive. With approximately 750 new construction projects every year, this resulted in at least around 2000 binders that needed to be passed from one department to another. The administrative effort and time that went into storing an increasing number of e-mail in the Windows drive and the complicated search for documents within the Windows file system were significant challenges. The goal was to develop a consistent storage system for any employee tied into the process, which would give them tamper-free storage of all project-related documents with the least amount of time and effort.

Smart Choice® was overwhelmed with the task of inputting commission statements from each carrier into their accounting system to produce the commission checks, as well as the reports and statements showing the commission split for each of the many carriers and agents. This paper intensive process required a team of four to five data entry employees, who were also required to fold and stuff statements into envelopes for approximately one week in order to meet their contractual deadline of issuing these statements and checks by the fifteenth of each month. The company knew they needed to automate this workflow – especially as their company continued to grow.

The Woodland Trust, a UK woodland conservation charity, was facing a challenge of managing and storing their legal documents in a format that was legally accepted by the courts. They were also looking for a solution that could integrate with their CRM and accounting systems, and provide home-based employees with easy access to important information. The organization was planning to move to a new, more modern building where they anticipated having less storage space, which prompted them to start evaluating document management solutions. The tasks included reducing storage space, creating a “legally admissible” electronic document archive, sharing information with home-based employees, and integrating a document management system with the organization's CRM and Accounting system.

The Civil Engineering Office in Stuttgart was tasked with the mammoth task of overseeing the Rosenstein tunnel construction project. The project, which started in 2013 and is expected to be completed by 2020, involves the construction of a tunnel under Rosenstein Park and parts of the Wilhelma zoological botanical garden. The project also involves the deconstruction of existing traffic areas, which will be replaced by green areas to facilitate residents' access to the banks of the Neckar River. The challenge was to create a digital archive that would allow the civil engineering office and the engineering offices involved to access all relevant documents on a daily basis. However, all parties involved had their own secure IT networks, which severely limited the exchange of data between them, making a local installation at one of the locations impractical.

ADMIN Partners LLC, a third-party retirement plan administrator, was struggling with complex paper-based processes to route documents through their workflow. The company’s Director of Client Services, Maria SpeeneyJohnson, received hundreds of documents each day that she would need to manually log and physically deliver to her staff. This process was time-consuming and slowed down the entire Client Services team. Their workflow was further hampered by the need to keep the file room under lock and key to meet client security regulations. ADMIN Partners wanted to implement a solution that could manage all their document types including; faxes, mail, email and electronic data files. They needed a system that was customizable to meet their business processes and document types, could transform their paper-based process to a digital process with automated workflow functionality, and had robust security features that would help them securely store and electronically route information while tracking and limiting who had access to each type of document.

The Disciplinary Board of the Supreme Court of Pennsylvania, an independent ethics organization, was struggling with managing and storing a large amount of information accurately due to the large number of attorneys in the Commonwealth. The Board's largest division, the Office of Disciplinary Counsel (ODC), investigates 4,500 – 5,000 complaints annually against attorneys, and when appropriate also prosecutes, resulting in either private or public discipline. The Office of the Secretary to the Board is charged with, among other things, housing the official record of any case resulting in a hearing or discipline. The Attorney Registration Office collects attorney registration fees and maintains a copy of each attorney’s annual registration form. The Accounting and Human Resource Office handle basic business functions. After evaluating its business practices, the Board decided it needed to revise some of its processes in order to gain efficiencies, better manage its documents and create approval processes for the Accounting Office and ODC that could be easily reviewed and audited.

Banco Atlántida, a leading financial group in Honduras, was facing challenges with their document management system. Prior to implementing DocuWare, banking documents were transferred to the central office by correspondence bags and then microfilmed. The paper documents were then stored for 5 years in a bank-owned offsite warehouse, boxed by date, branch name, and document type. This process resulted in poor customer service due to the bank's inability to quickly access documents. They often had to deal with messy misfiled documents, poor quality microfilm and the need for constant maintenance of microfilm equipment. The bank’s COO saw the pressing need to move towards a paperless office as a means to resolve their current situation.