供应商 > 德国 > DocuWare

DocuWare

概述

总部德国	成立年份 1988	公司类型私营公司	收入 $10-100m
员工人数 201 - 1,000	网站访问官方网站	推特句柄 @DocuWare

公司介绍

DocuWare’s document management software delivers smart digital workflow and document control for substantial productivity gains without the need for IT resources. Our cloud and On-Premises products are a recognized best-fit solution for companies seeking to digitize, automate and transform key processes.

Supplier missing?

Start adding your own!

Register with your work email and create a new supplier profile for your business.

Add New Record

技术景观.

在新标签中查看完整图表

下载图片

实例探究.

HARIBO Streamlines Operations with DocuWare

HARIBO, a leading manufacturer of fruit gummies, licorice, and foam sugar products, needed to work effectively in all areas to maintain its global market position. This required the use of a modern document management system. The main factors for choosing DocuWare were the easy integration into their IBM System i (AS/400) and the expertise of the nearby partner/ system house. Their DocuWare Partner was faced with a particular challenge: replacing an older DMS and migrating several million documents as smoothly as possible. The requirement profile for the new solution was clearly defined. All documents required for day-to-day business – such as customer correspondence, delivery slips and invoices, purchasing and logistics documents as well as payroll accounting records – were to be captured centrally and made available to authorized employees at the push of a button. The aim was to extend and standardize established workflows in a meaningful way. Further goals included expanding worldwide use with simultaneous connection of all company subsidiaries to the digital archive; a simple data and document migration process; as well as the automatic indexing of all documents. Direct availability of archived documents from the ERP application also needed to be ensured.

Marcon International Streamlines Vessel Brokerage with DocuWare

Marcon International, a marine vessel brokerage company, specializes in transportation vessels including tugboats, barges, crew and supply vessels as well as ocean towing and smaller passenger ferries. The company maintains a vast amount of information about vessels worldwide. Although only about 3,000 vessels are available for rental or sales at a given point, Marcon actively tracks about 17,000 vessels and barges. Marcon also retains information on about 26,000 archived records for vessels that have gone off the grid. The company maintains a customer database of over 12,000 records and has three people dedicated to adding, updating and achieving this information. Due to the volume of information, Marcon always used an electronic data management system, which was a precursor of DocuWare.

Digital Transformation in Facility Management: All Service Group Case Study

The All Service Group for Facility Management, a company that offers comprehensive services in the field of facility management, was struggling with an inefficient invoicing process. Every month, around 800 work slips for services signed by the customer were collected and sent by the branch offices to the financial accounting department in Bad Homburg. The invoices were then created and printed out in their Sage ERP system. Work certificates were sorted, manually stuffed into envelopes and sent. A lot of time and many documents were lost in the mail. It could take up to 30 days before a service was invoiced. At the same time, the flood of paper was immense, with 30 binders filled every month.

Armonea Streamlines Invoice Processing with DocuWare

Armonea, a healthcare company that manages 132 facilities and cares for over 15,000 seniors, was struggling with the administration of nonstandardized incoming invoices. These invoices, which did not originate from the main suppliers of the Armonea Group, required manual data entry and transfer to the accounting system Agresso (now Unit4 ERP). This process was time-consuming and inefficient, taking away valuable resources that could be used for other tasks.

Levi Strauss: Digital Transformation with DocuWare Cloud

Levi Strauss, a global textile company, is undergoing a variety of changes in Germany to meet the demands of their internet and lifestyle savvy customers as well as the requirements of the digital business world. This includes organizational structures that reflect the company's global orientation as well as the introduction of new IT solutions. In 2010, DocuWare was introduced in the OTC department in Frankfurt as part of a pilot project. Over the years, enormous quantities of documents such as shipping slips, invoices and returns had accumulated and needed to be digitally managed in the future. The goal was both to increase processing efficiency and ensure sustainability. After successful implementation, including extensive digitization of old documents, the central European service center in 2015 created a new situation. At this point, the DocuWare installation, which had previously been run locally, was replaced by a cloud solution, to drive further cost savings in the long term.

Top property management company digitally manages tenant information

Maryland Management, a leading property management firm in the greater Baltimore area, was struggling with an inefficient method for storing and transferring tenant applications and leases for processing by the corporate office. The company, which manages around 9,000 units, was facing difficulties in finding a copy of a lease due to the industry's average apartment turnover rate of 41%. Prior to implementing DocuWare, each apartment community was responsible for submitting their credit and leasing applications to the corporate office for review. Once applications were received via courier, it took over a week to process, file and notify the apartment community of the decision. This resulted in new and existing tenants having to wait a long time for notification of their application status.

Adams Fairacre Farms Streamlines Invoice Processing with DocuWare

Adams Fairacre Farms, a Super Farm Market with four locations in New York’s Hudson Valley, was struggling with inefficient, paper-based processes for invoice processing and price comparison. With over 2,500 invoices being processed weekly by 100 managers across different stores, the lack of transparency and efficiency was a significant challenge. The company needed a digital solution to streamline these processes, improve accuracy, and enhance workflow speed.

Enabling an Excellent Housing Service

Mosscare Housing Ltd. is a charitable, not for profit housing association committed to providing a high quality, high value housing service to communities and individuals in Greater Manchester. This includes the City of Manchester, Tameside and Trafford. Mosscare was founded in 1967; today the association manages around 3500 buildings and apartments. All administrative maintenance for managing the properties are handled by the 100 employees of Mosscare. Many of the buildings were previously the property of the city. Before introducing a Document Management System (DMS), about 150,000 pages of paper had been collected in their paper archive. Every Mosscare employee must be able to comprehensively advise potential tenants. To make this possible, all of the company’s documents must be easily retrieved and viewable by multiple employees at the same time – without spending valuable time on copying or searching for documents on a colleague’s desk. Their existing software, Link2 (a housing property management system), should remain in place, and documents should be readily accessible from within this system. Employees work on about 70 computers running Windows 2000. They planned on storing all kinds of information about real estate properties and existing and interested tenants in the DMS system. This means that many different types of documents from a variety of sources would need to be processed. Multiple employees working in different departments would also need to access the information.

SunCoast Blood Bank: Moving from Paper to Secure Digital Donor Records

SunCoast Blood Bank, a nonprofit organization supplying blood to nine hospitals, was facing challenges with their paper-based record system. The organization used an offsite, secure facility to store paper records. However, record retrieval was slow, information was not searchable, and the long-term storage costs were unsustainable. SunCoast wanted a digital solution providing secure, seamless access to their data as well as sophisticated search functionalities. The organization is required to store donor records for ten years. However, if blood is unusable, that record must be stored indefinitely. If a donor updates the record with travel information or if test results disqualify the blood from being used, SunCoast must immediately amend that donor record and contact the hospital to locate that unit of blood.

Gartner Towing Services: Streamlining Operations with DocuWare Cloud

Gartner Towing Services, a rapidly growing company in Germany, was facing limitations with its server capacities and lacked an in-house IT administrator. The company wanted to store not only scanned paper documents but also digital documents from its leading IT applications in a well-organized manner. The aim was to use a uniform search term, for example, the license plate number, to display all documents relating to the services provided in the various business sectors at the touch of a button. The company also wanted to make administrative processes more efficient and transparent.

Mayfair Insurance Transforms Document Management with DocuWare Cloud

Before the introduction of DocuWare, Mayfair Insurance was burdened with mountains of paper files. A folder was created for each policyholder, containing policy, customer documents, records about insured objects and benefits, and numerous documents relating to claims settlement like assessors’ reports. Over the years, thousands of documents had accumulated. Security concerns were also a crucial consideration for their digital transformation. The company recognized the risk of restricted access to paper documents in case of emergencies like water or fire damage. Therefore, the management decided to introduce a digital Document Management System (DMS) immediately.

BMK Group Streamlines Accounting with Cloud-based Document Management System

BMK Group, a leading manufacturer of surface coatings and impregnations, was facing challenges with its accounting system. The company's bookkeeping was initially outsourced to an external tax consultancy. However, after acquiring a company with its own accounting department, they began doing the accounting work for the entire group. This globally operating department often struggled with incoming A/P invoices, since they were received at various locations and ended up in the accounting department in different ways. Some were scanned and sent by email, others were taken along by employees on their business trips between locations, and many were sent by mail. As a result, documents were often lost or received late, so that they rarely could benefit from early payment discounts.

Ahembo Beverage Company Streamlines Accounting with DocuWare Cloud

Ahembo, a beverage company based in the Canary Islands, was struggling with the management of over 300,000 invoices received annually. The company was receiving these invoices in various formats and at different locations, leading to significant delays in processing. Paper documents were often lost, electronic invoices overlooked, and some documents were duplicated, leading to inconsistencies in posting and payment. The company decided to implement an electronic solution to streamline the process and improve efficiency.

Roberts Wesleyan College Streamlines Admissions and Registration with DocuWare

Roberts Wesleyan College was facing a storage issue with admissions and registration records stored in file cabinets in the College's main office. Sharing information between departments in buildings across campus and determining whether you were working with the most current version of a document was difficult. The College's management team also wanted to more easily meet privacy requirements outlined in the Family Educational Rights and Privacy Act (FERPA) by limiting information access automatically. Reducing printing and storage costs, as well as help increase enrollment by simplifying the admissions process were their other goals.

Swagelok Manchester Digitizes Business Operations with DocuWare

Swagelok Manchester, a leading provider of fluid systems solutions, was facing a significant challenge due to the growth in documents for all of its paper-based administrative and logistical processes. The workflows were becoming increasingly time and cost-intensive. Managing filing was costing 30 minutes per day, per employee. The company had to put in weekend hours to tackle the out-of-control paper archive every quarter. The management team realized that it was time to take action and decided to implement a digital solution to manage the growing volume of documents.

German Red Cross - Ulm

The German Red Cross in Ulm, Germany, was facing a significant challenge with document management. The organization, which provides a broad spectrum of services including emergency rescue, home care, donor management, and accounting, was dealing with a high volume of documents. Each year, about 65,000 documents needed to be securely stored. The documents were collected in binders and placed on shelves in the offices of various employees. Older documents were stored in fireproof cabinets in the basement. However, space was becoming increasingly tight as the organization had nearly doubled its revenue in the past five years, leading to an increase in the number of records. Searching for older documents was particularly problematic, requiring employees to dig through the cellar and even climb up ladders to reach certain records. Additionally, the process for handling invoices was inefficient, with multiple copies of each invoice being printed and filed separately.

Propel Schools Streamlines Invoice Approval with DocuWare

Propel Schools, a federation of not-for-profit charter schools, was facing challenges with their invoice approval process. Each school in the federation ordered and received their own supplies, but approvals were handled by a central business office. Invoices, packing slips, and purchase orders were sent there for processing through inter-office mail. The Accounting Department matched the purchase orders and packing slips with each invoice and made a copy of invoices needing approval. Then the documentation went back into inter-office mail to be sent for approval. Many invoices needed multiple approvals, so the documents were often passed from desk to desk. This process was time-consuming and inefficient, leading to delays in invoice approval and payment.

Sigma Financial: Providing Personalized, yet Efficient Customer Service

Sigma Financial, a premier full-service financial broker dealer, was facing several challenges related to document management. Every morning, the mailroom staff had to open 100-150 overnight envelopes containing 220-250 sales forms that were 8-10 pages in length. The 'original' was sent to the Compliance department for approval, and once approved, the form went to the Sales Processing department who sent the 'original', via overnight mail, to the appropriate fund company. The 'copy' was sent to the Commissions department, where the information was manually input into Sigma’s commissions program, giving the rep credit for the sale. The 'copy' was then filed by rep’s name in Sigma’s dedicated file room. Most of the records stored there needed to be kept on file for seven years and a few document types needed to be stored indefinitely. Processing a sales form was at least a two-day process. Average document retrieval time was anywhere from 10-15 minutes per form and usually 20-30 forms were accessed daily. Retrieving, refiling and just keeping track of pulled files was made even more difficult because all of Sigma’s corporate employees had access to the file room. Furthermore, Sigma was running out of room and would need to add additional filing space and personnel.

IKEA Austria: Fast Grip on Paper Flood

Due to the company's growth, the central accounting office faced the daunting task of filing and storing mountains of paper, which was quickly becoming harder and harder to store. For example, incoming invoices are received at each of the six stores. Before the introduction of the DocuWare document management system, the invoices were copied and mailed to headquarters, where they were sorted alphabetically and by store. Unfortunately, from time to time some of these parcels got lost and most of the documents need to be stored for seven years. IKEA decided that a document management system would provide the solution they needed.

BEGO Dental Company: Strength Through Innovation

BEGO, a dental company based in Bremen, Germany, was facing challenges with its document management. The company had to meet strict requirements for production, research, and development, as well as administration and information management. Businesses in the dental sector must satisfy extensive obligations for documentation. BEGO was spending large amounts of time searching for documents and related day-to-day paperwork, especially when customers had follow-up questions. Filing the various documents was quite labor-intensive. They were running out of space for document storage. Inquiries, invoices, delivery notes, and offers were all kept in traditional paper files, and the filing cabinets were overflowing. They were eager to save on the labor and expense that it took to maintain their unwieldy files.

Value Place Hotel Chain: Better Reporting Offers Value

Value Place, an extended stay economy hotel chain, was struggling with its accounts payable (AP) process. The company was manually keying AP invoice information into their MAS 90 accounting system, routing the paper documents to the correct personnel for approval, then physically filing the paperwork. This process was time-consuming and prone to errors, with documents often getting lost or misfiled. The approval and payment process generally took two to three weeks, due to mailing invoices around the country for approval. Value Place planned to migrate its accounting information from a MAS 90 to a MAS 500 system and needed to implement a document management solution that could be completely integrated and rolled out with the new accounting system.

DAF Trucks: Driving Quality with DocuWare

DAF Trucks, a part of the American company PACCAR, was facing a significant challenge in managing its accounting department. The department was overwhelmed with paperwork, with an average of 50,000 outgoing invoices printed twice a month and forwarded to internal processing points and around 1,000 worldwide trading partners and service offices. The situation was even more complex when processing the 450,000 incoming A/P invoices received per year in both paper and EDI format. The audit chain involved three checkpoints: receipt of goods in the warehouse, checking that everything in the order was as expected, and that the invoice had the correct price. However, in about 20 percent of cases, at least one of these checkpoints was not fulfilled, leading to about 90,000 cases per year where employees had to consult with the relevant specialist department and send copies of invoices by post to branches worldwide tracking down the information.

Jaya Apparel Group: Designed for Success

Jaya Apparel Group, a designer and manufacturer of clothing for high-end boutiques and large department stores, was facing several challenges. The company was able to process orders electronically but had no way to store and manage the information other than printing it out and filing it in banker’s boxes. This paper intense process meant that important information contained on documents such as customer PO’s, pick tickets, bills of lading, invoices, shipping tallies was difficult to retrieve. Researching receivable payment discrepancies was a complex process that was often so cumbersome that the company was unable to refute customer claims. The company needed an electronic document management system to improve their workflow by routing documents through a multi-step process, without using email. The solution needed to integrate with their AS/400 based ERP system and be able to automatically index and archive EDI transmissions, as well as serve as an archive for hand-written documents which would be scanned and imported.

LKH Feldkirch Regional Hospital

The healthcare system has reached an impasse with vanishing government support, escalating costs, aging demographics, and the expense of keeping up with medical progress. This has forced everyone working in the field to find innovative new ways to improve workflow processes. Feldkirch Regional Hospital in Vorarlberg, Austria, recognized early on the need for modern IT systems. By 1995 they had already implemented the Patidok electronic Healthcare Information Management System (HIMS). However, maximum efficiency is only reached with a HIS when paper-based documents are fully integrated into the electronic information flow. Therefore, they decided in 2002 to completely convert to electronic patient files. A basic requirement of this was the addition of an electronic archive.

BUTEC: Knowledge Pool for Consultants

BUTEC, a leading consulting firm in the areas of environmental protection, quality management, and workplace safety, was facing challenges in managing its growing volume of documents. The company's increasing client base and a trend towards providing long-term consulting services led to a surge in information. Searching through their paper archive became increasingly tedious, leading to duplicate efforts and long retrieval times. Even the creation of a central filing process was not enough to alleviate these issues. The company needed a solution that could efficiently manage their documents and provide a flexible knowledge pool.

Culinaire International Streamlines Accounting with DocuWare Cloud

Culinaire International, a hospitality management company, was dealing with a large volume of paper flowing through their central accounting office. Each of their remote locations was sending a weekly FedEx package with copies of accounts receivable and accounts payable documents for processing. This workflow was inefficient and costly. After evaluating outsourcing accounting functions or finding a basic digital document repository, Culinaire realized what they really wanted was a more robust solution that had search functionality, optical character recognition (OCR), digital workflow, and the ability to automate indexing and eliminate paper filing.

Arab Islamic Bank Streamlines Operations with DocuWare

Before the introduction of a Document Management System (DMS), each branch of the Arab Islamic Bank (AIB) had its own paper archive. This led to inefficiencies as customer service staff often did not know which customer documents were already available and which ones were still needed. This resulted in customers often being asked multiple times for the same information or the documents had to be requested externally. Given that AIB conducts hundreds of transactions every day, this led to significant delays. Another challenge was the approval of documents across departments. Contracts and applications are reviewed by various departments, and the shifting around of paper documents, especially between a branch and their headquarters, was inefficient.

Rebel Refrigeration, AC & Plumbing upgrades to full digitization during coronavirus lockdown

Rebel Refrigeration, AC & Plumbing, a service provider based in Las Vegas, was already partially paperless with its contractors using iPads and digital invoicing in some business areas. However, certain aspects of the operations still required printing invoices on paper. When the lockdown order due to the coronavirus pandemic was issued, the company's office had to close. The employees were working from home, but they couldn’t access the paper documents in the office, and processing fell behind. The company needed a solution to switch to digital to ensure business continuity and operational integrity.

Norbert Dentressangle (Christian Salvesen) Case Study

Norbert Dentressangle, a leading company in the Spanish logistics sector, was facing challenges with managing over 90,000 paper records per month. The company was struggling with the time-consuming process of registering, storing, and retrieving documents. The process was so labor-intensive that two full-time employees were dedicated to handling incoming documents. Additionally, customer inquiries and requests from external offices led to further delays and inefficiencies. The company needed a solution that would not only reduce the time and cost associated with document management but also improve customer service by providing easy access to the document pool.

Lompoc Valley Cardiovascular Center

As a growing practice treating more and more patients every year, LVCC spent a lot of time and money filing and storing patient records. Each new patient meant more records to process, track and store. Not only are patient records difficult to manage due to their large sizes, but because LVCC is required to keep these records on file for seven years they were forced to keep the overflow in an off-site storage facility. Another problem for the office was the labor-intensive task of having the daily patient records prepared for the doctor. Given the number of patients and records, it was becoming difficult to retrieve the files. Additionally, the center’s fax machine generated a large amount of paper-based information that needed to be managed. Each day the office received requests for medical records, referrals, prescriptions and EKGs for its patients.

Moving a Department In-House with the Help of DocuWare

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.

Bank Achieves AP Process Improvement with Cloud-based Digital Workflows and Secure Document Storage

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 Streamlines Accounting with DocuWare Cloud

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.

Digital Transformation in Healthcare: opta data group's Implementation of DocuWare

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 Scores Big with Cloud Document Management

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 Automates Sales Order Process with DocuWare

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 Leverages DocuWare Cloud for Streamlined Operations

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.

Digitizing the Town of Windham with DocuWare

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 Streamlines Operations with DocuWare

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's Implementation of DocuWare for GMP-Compliant Quality Management

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. Transforms into a Remote Business with Document Management Solution

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.

Bavarian Tennis Association Streamlines Administrative Processes with DocuWare Cloud Solution

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.

Digital Transformation in Waste Management: A Case Study of Entsorgungsservice Meindl

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. Digitizes Operations with DocuWare

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: Empowering Individuals with Disabilities through Document Management

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 Improves Workflow with DocuWare

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's Digital Transformation with DocuWare

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's Digital Transformation with DocuWare

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.

Warranty Admin Solution Drives Success

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.

Implementing Best Practices for Their Clients and Themselves

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 LLP

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 Enhances Document Security and Workflow with DocuWare

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 Streamlines Accounting Processes with DocuWare

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 GmbH & Co. KG: House of Your Dreams

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.

Insuring low business costs

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: Becoming Paperless and Planting Trees

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.

DocuWare Cloud Implementation in Stuttgart's Civil Engineering Office

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.

Planning for the Future with DocuWare

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.

Justice for Documents

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.

Banking in Honduras made easier with DocuWare

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.

ROTEX Heating Systems Case Study

ROTEX Heating Systems, a manufacturer of heating systems, was facing challenges with its invoice authorization process. The company was receiving approximately 150 incoming A/P invoices per day, which required four eyes to verify each invoice. This process was pushing the previous way of distributing invoices and gathering signatures via internal mail system to its limits. When employees were out sick or on vacation, the invoices would stack up their mailboxes, resulting in weeks, not days, for certain workflow steps. At the same time, central administration often lost track of where everything was. As a result, the company was rarely able to take advantage of early discount payments. Additionally, a lot of time was wasted searching for proposals, order confirmations or contracts, and documents needed for everyone`s daily work.

Prescription for Safety: Profusio Leipzig's Implementation of DocuWare

Profusio Leipzig, a pharmaceutical manufacturer, is required to create comprehensive documentation and protocols regarding the production process and must retain them for at least 5 years after the expiration period of the drug has ended. This results in more than 450,000 pages of production, quality control, and release documents that have to be archived every year, adding 1,500 every day. The company needed a solution to better cope with this document volume and to be able to quickly find documents on demand. The company also wanted to save natural resources by completely going paperless. The documentation security was the key aspect in drug manufacturing.

Mengali Accountancy Streamlines Work Processes with DocuWare

Mengali Accountancy, a boutique CPA firm, was looking to streamline their work processes, improve fraud prevention, and transition to a paperless office. The firm was dealing with a high volume of incoming documents received via mail, which were then manually scanned, indexed, and routed through a predefined workflow. This process was time-consuming and involved mundane tasks of filing and refiling paper documents. The firm also wanted to divide their workload by task and client and match them to the skill set of each employee. They aimed to assign basic transactional processes to entry-level staff, thus freeing up senior accountants to address more complex tasks.

MANN Energie: Economic and Ecological Benefits

MANN Energie, a specialist for wood pellets and eco-electricity, was dealing with a significant amount of paper waste in their offices. This was not only consuming a lot of storage space and organizational effort but also contradicted the company's environmental philosophy. They were looking for a solution to restructure their business processes, save space, staff time, and make a choice for environmental sustainability. They needed a document management system (DMS) that could handle the types of documents and information generated daily by the company electronically. They aimed to significantly reduce processing times, especially for their paper-based workflows.

SCHERDEL Group: Filing Set for the Future

SCHERDELGroup, a leading supplier to the automobile industry, faced numerous organizational challenges due to its impressive growth. The company had been using a mechanical circulating filing system to store and administer business documents at their German headquarters. However, when paper files reached capacity in the late 90’s, the management team began to look seriously at document management. The increasing piles of paper and the increasingly global nature of their business necessitated a solution that could convert information on paper into centrally stored information that could be used by employees worldwide. They wanted a Document Management Solution (DMS) that was a secure investment that could keep pace with their company’s dynamic development. Modularity and flexibility were also top priorities – it was especially important to integrate with their existing diverse application environment which includes custom ERP, CRM and accounting software.

GOETTFERT Material Test Equipment

GOETTFERT, a leading manufacturer of rheological testing equipment for the plastics and rubber industry, was facing challenges with its document management. The company had to deal with a large number of documents such as email, paper documents, drawings, telephone notes, customer correspondence, orders, proposals, order confirmations, shipping slips, and invoices. These documents needed to be assembled, shared, and stored, which was a time-consuming process. The company was looking for a solution to reduce the time and effort spent on document management and improve efficiency.

State Tourist Office– Bad Brückenau Spa

The State Tourist Office of Bad Brückenau Spa, a business owned by the state of Bavaria, was dealing with a large volume of documents every month, amounting to about 5,000 documents. These documents, which included contracts, regulation compliance forms, invoices, and documents for managing events and guest facilities, were all read, processed, and stored. Many had to be completed chronologically as part of a workflow, and several departments needed to have access to the documents. The records were all collected and placed in binders for retrieval near various workstations, before they were ultimately relegated to the Royal Kitchen in the Main Hall’s cellar. Long search times for older documents were especially tedious. New legal retention requirements meant that their paper archive was quickly at capacity and it wasn’t possible to add on.

Town of Henrietta Streamlines Document Management with DocuWare

The Town of Henrietta, located in Monroe County, New York, was facing a significant record-keeping problem. Paper documents were filling both on-site and off-site storage facilities at a costly pace. These documents included town meeting minutes, planning and zoning case files, registration forms, claims, and lawsuits, all of which needed to be permanently archived. Searching for important documents in filing cabinets and vaults had become a daunting task, and off-site document storage and retrieval was a growing expense. The town's IT Coordinator recognized that implementing a document management system would solve their paper file problems. The top priority was finding a solution that could seamlessly integrate with their existing software such as RPS (New York State Real Property Tax System), BAS’s Municipal Clerk Licensing System, and ABBYY.

A Good Nose for Quality

Nobilis Group, a successful sales partner for exclusive fragrances around the world, was facing challenges due to its rapid growth and the increase in the amount of paper used for order processing. The majority of orders still arrived by fax and had to be sorted by hand, which was time-consuming. The processes involved in inter-departmental processing of paper-based incoming invoices were equally complex. The goal was to completely digitize both the order and the invoice documents. As a central electronic document pool, the DMS to be implemented was to securely archive and manage all types of incoming and outgoing documents, and at a later date – even personnel records and other confidential business documents, such as contracts.

UTi United States, Inc. Case Study

UTi United States, Inc. is a family-owned firm that handles all aspects of international trade between the United States and Mexico. They coordinate and file the necessary documents with U.S. and Mexican customs agencies on behalf of their clients. Each import and export transaction is accompanied by a number of documents which may include: customs forms, invoices, certificates of origin, bills of lading and other papers which help clear the transaction. The documentation for each transaction must be saved to satisfy customs regulations as well as for responding to follow-up activities. With 200 active customers, it’s not unusual for UTi to receive questions regarding import/export transactions. Customer inquiries, and the completion of intra-office activities, require employees to look at one or more of the documents relating to a shipment. UTi understood that the electronic storage of documents, or document imaging, provided a host of benefits to companies where employees frequently referenced many different documents during business procedures.

Document Management for an Office Furniture Manufacturer

Sedus Stoll, a leading European manufacturer of office furniture, was facing challenges with its document management process. The process for purchasing production materials was complex and divided between several departments and locations. This decentralized process caused long delays in accessing information, resulting in numerous copies of documentation being sent to different offices. The internal mailing service was overloaded by the delivery of so much paper. Over the years, more and more working copies and local subdirectories of information were created; soon anyone looking for information was forced to also rely on the memory of coworkers. Too often, this information was exchanged by phone, making the transmission of figures especially error-prone. In addition to numerous private subfolders, the purchasing information was also available on microfilm. The Sales and Accounting departments had access to two microfilm readers in order to retrieve order confirmations and invoices. With so many working copies of information, finding needed documents became more tedious and difficult.

Fast Reaction to Customer Inquiries

Langenscheidt Editorial Group, a renowned publishing house, was facing challenges in maintaining high-quality customer service due to the growing heaps of documents that noticeably slowed down the retrieval of important records. The first document management system the company used provided quick access to documents, improved the ability to answer questions and shortened work processes. However, the system could not keep up with Langenscheidt's increasing requirements. As a result, one of the first prerequisites for a new document management system was the migration of data from the existing system to the new system. Secure storage of records subject to retention requirements and audits was another important criterion for Langenscheidt. The new system was first implemented in the order processing department.

BIFAB: Collective Memory for Knowledge Experts

Bibliographisches Institut & F.A. Brockhaus AG (BIFAB) had a wealth of information stored in various formats, including card indexes, contracts, historical publishing bibliographies, and readers’ queries. However, this information was not easily accessible to all staff members, and searching for specific information was time-consuming and inefficient. The company’s contracts were kept in the management office, and searching for a contract involved at least two members of staff. Searching for information in the historical publishing bibliographies was also extremely time-consuming, as it involved carefully removing the very old and sometimes very delicate volumes from their shelves. The large number of readers’ queries, which were filed with the answering letters, was getting out of control. The company needed a solution that would make all necessary information available in a secure, simple, fast, and transparent manner.

Tippecanoe County Moves Toward Digitizing 9 Million Pages a Year

The Tippecanoe County Clerk’s Office in Indiana, USA, was tasked with maintaining and storing a vast archive of legal, historical, and ownership records. The challenge was not only to store the information but also to provide timely access to it for internal and public use. The county had numerous storage facilities, and most of the records dated before 1990 were stored on microfilm. The process of retrieving a document was time-consuming and could take up to three days. The County Clerk discovered that money was available in the records budget to modernize the storage of records. A plan was developed to gradually transfer the county’s records into DocuWare.

Million-Document Archive with SAP Connection

ZF Friedrichshafen AG, a leading supplier of mechatronic solutions for the automobile industry, had over a million corporate and technical documents in their electronic archives by 2004. The company needed a new system that could carry over the legacy documents at low cost, demonstrate a flexible and customizable software structure, and promise to be a safe long-term investment. The requirements for electronic document administration had drastically risen over the years. Features for process management and optimization, such as the ability to generate workflows, were nonnegotiable. They also were looking for a certified SAP interface. In the interests of preventing their applications from growing out of control, for years they have held to the strategy of consistently standardizing all their business processes to fit into their SAP environment.

Riegele Brewery Streamlines Operations with DocuWare

Riegele, a family-owned brewery based in Augsburg, Germany, was facing a challenge of managing a flood of paper documents. The company wanted to reduce the time and effort required for compliant, tamper-free archiving of around 80,000 delivery slips and 12,500 incoming invoices annually. The company was looking for a solution that could offer a good price/performance ratio and ease of use and setup. The solution also needed to seamlessly integrate with their existing SAP ERP system.

KEMWEB Optimizes Administrative Processes with DocuWare Cloud

KEMWEB, a digital agency, was facing challenges in optimizing its administrative processes. The company's existing system, a mix of a self-developed digital filing system and physical folders, was not meeting the demands of an agile, growing company. The auditing process was particularly problematic. The company was looking for a Document Management System (DMS) that could integrate with existing applications and adapt to the needs of individual departments. A cloud solution was preferred.

Investing in DocuWare

BACS Banco de Credito y Securitizacion S.A., a leading financial solutions provider for investment companies and capital markets based in Buenos Aires, Argentina, was struggling with inefficient document processes. With only 20 employees responsible for the documentation inventory and filing of more than 50,000 loan documents that came through BACS each month, the company was overwhelmed. The existing workflows were almost entirely manual in nature, leading to frequent loss or misfiling of documents, reporting errors, and limitations. The company found it increasingly difficult to keep track of documents as they were shared and moved between multiple departments. Searching for specific documents and client files was a time-consuming and inefficient process that often left employees frustrated. BACS needed a solution to help them keep up with the demands of their growing company and make it easier to comply with FACTA (Fair and Accurate Credit Transactions Act), which stipulates privacy policies for bank documents and limits the ways consumer information can be shared.

Smithfield Foods Streamlines Accounting with DocuWare

Smithfield Foods, a large pork processing group, was struggling with a highly manual and paper-based accounting process. The company's accounting department received over 12,000 invoices annually, which were compared with open purchase orders or forwarded to the responsible manager for approval. However, the payment process only took place every 14 days, meaning approved invoices often had to be stored again. The final documents were placed in hanging files, while older documents were transferred to an external archive. Over time, the space requirements and manual processes became a burden. Different employees had to access documents – often multiple times – and then had to file them again.

Adam Transporte Streamlines Operations with DocuWare Cloud

Adam Transporte, a family business based in Germany, specializes in transporting all kinds of vehicles. The company was looking for an ECM software that could seamlessly connect to their specialized email system, David. Most of their suppliers issue invoices in a digital form, with only a few incoming A/P invoices arriving by post. The direct and automated processing of the documents in a digital workflow was therefore of highest priority. When they did a head-to-head comparison, DocuWare‘s solution came out on top in part because of its Connect-to-Mail functionality and Intelligent Indexing Service.

National Crop Insurance Services

National Crop Insurance Services (NCIS) is an international non-profit organization representing 18 crop insurance companies. They manage data and information, conduct research and analysis, and conduct educational activities on claims adjustment, ethics, policies, and procedures. With a staff of 45, NCIS needed a secure single location where it could store and manage their corporate documents such as internal meeting minutes, information from the federal government, and bulletins it distributes to its members. They also needed a better way to track the different versions of notes as they worked towards making a decision and they needed to be able to easily research when and why a decision was made. The organization also needed to update its document retention policy regarding email in order to free up room on its servers. In general, they saw the benefit of making their processes as paperless as possible.

The Biggest Loser Resorts Electronic Workflow Success Story

The Biggest Loser Resorts, a well-known fitness and wellness resort, wanted to streamline its accounting processes across its three locations in Utah, California, and New York. The resort was looking to reduce document processing time, streamline invoice approval for internal and remote employees, and strengthen document retention compliance. The resort also wanted to adopt environmentally healthy business practices. The challenge was to find a solution that could address these needs while also providing secure archiving.

Videcart: Using Resources Responsibly

The Newark Group, an international paper and cardboard recycling company, was facing inefficiencies in its administrative business processes due to the high volume of paper documents. Particularly in accounting, order processing, and production, tons of documents had accumulated over time. One employee was singularly dedicated to managing the central paper archive. Searching for certain documents was increasingly time-consuming, and the physical exchange of documents between two locations often led to documents being lost or untraceable, often because of misfiling. The company sought to eliminate these issues and lay the foundation for savvy digital workflows by introducing an electronic document management system.

Problem Solver for Medium-Sized Companies

The decision to use a DMS came in early 2009 after dhmp was created by the merger of two previously independent consultancy firms. Some company employees already had experience of working with an electronic filing system, but others were used to working with a paper filing system. This required an enormous amount of space: Around ten million sheets of paper had to be stored and archived in a tamper-proof format each year. In some branches, this meant that older documents which were only needed on a very sporadic basis had to be moved to alternative storage for financial reasons. During the merger, they wanted to streamline processes throughout the company. They decided to stick with the Addison platform and to switch to the DocuWare document management system.

H&J Martin: Earning Trust via Tradition and Innovation

H&J Martin, a leading European provider of Facilities Management services, was facing challenges with their paper-based approach to business and administrative processes. The company was generating around 12000 engineer service reports, 3000 suppliers sales invoices, and numerous amounts of paper on a monthly basis. The long search and processing times for paper-based systems were affecting the ability of employees to source the information they needed. In 2010, the team at H&J Martin Facilities Management decided it was time to replace their paper-based approach with an integrated document management system. The company sought to significantly reduce the high number of paper copies and enjoy savings in future archiving space. They also needed a system that could integrate with their existing software environments and could be expanded later.

PEER Bearing Case Study

PEER Bearing Company, a global manufacturer of bearing and bearing-related products, was facing challenges with its sales order workflow. The company was using a combination of manual processes and fax transmissions to receive orders from customers. Once an order was placed, an acknowledgement confirming the terms of the order was printed and faxed back to the customer. This process was time-consuming and prone to the loss or misplacement of paper documents. These important sales records were stored in file drawers and eventually moved to boxed storage in a warehouse. Nearly 140 man hours a week were needed to organize and file the orders paperwork. With so much paper in the office, employees were always leaving their desks to find the information they needed. The company was spending $18,000 annually in printing and faxing costs and an additional $42,000 in labor costs associated with faxing, filing and retrieving paper documents.

Metalen Galler: Wholesaler makes the most of economic crisis

Metalen Galler, a Belgian iron and steel products wholesaler, was facing increasing pressure from competition and increasing demands from customers for attractive prices, flexible delivery options, and short processing times. The company's sales structure was divided into areas of steel products and iron products, resulting in a decentralized storage and separate processing methods. This led to time-consuming searches as more copies were made and documents were filed more than once. The annual volume of 200,000 documents created huge amounts of paper, leading to bad morale among employees. The company needed to find a way to increase the efficiency of its business processes without neglecting customer service.

King Hussein Cancer Center: Smooth Operation

The King Hussein Cancer Center (KHCC) in Amman, Jordan, is a specialized cancer hospital treating both adult and pediatric patients. The operations at KHCC, like all hospital operations, are very paper-intensive. These paper-based documents are generated from multiple departments within KHCC such as clinics, wards, pharmacy, etc. The paper documents contain comprehensive information about cancer patients who receive treatment in the hospital and represent authenticated reference history for all patients. The Medical Records Department at KHCC is responsible for keeping all paper-based documents of all patient files and ensures that they are available upon request. However, its paper-based patient records can only be accessed from 8:30 am to 5:00, Saturday through Wednesday. These records needed to be requested in advance of appointments and were physically delivered to the various clinics. Records that were missing, misfiled or with another clinic were a hindrance to providing day-to-day quality care to the patients.

Fuel for a Business’ Motor

Prophete, a leading two-wheel manufacturer and wholesaler, needed to maintain a balance between customer demands for reasonable price, fast availability, and high quality of service. They realized the need for modern IT programs that could increase both the efficiency of business processes and the ability to communicate information to customers and sales partners. This led to the decision in 2006 to expand their IT department’s document repository by introducing a centralized document management system. The company required a central document repository with company-wide access, work-flow functionality, and integration with Navision and ABBYY FlexiCapture 8.0 Professional.

Banking on DocuWare

Butterfield Private Bank, a part of the Butterfield Bank Group, was facing a significant challenge with the huge amount of paperwork created every day. The bank was looking for a solution to reduce this paperwork and save on paper and storage costs. Additionally, the bank needed to meet government regulations and requirements of the Data Protection Act. The bank's activities were divided into three main areas: personal banking for High Net Worth Individuals (HNWI), banking and corporate accounts, and investment portfolios. As a result, a main file for each customer was kept, with many other files necessary on one single person as documents came in for filing in various departments. The information collected on these individuals was cross-departmental, leading to a complex and paper-heavy filing system. The UK government regulations required that transactional records be kept for 7 years, adding to the volume of paperwork.

Health Services Provider Goes Digital

UNIMED, the largest health insurance company in the south of Brazil, was facing challenges with managing a large volume of documents including medical records, hospital charts, doctor statements and more. The company has 30 offices spread out over 800 kilometers, each operating as a separate entity but sharing documentation among all offices. The original document cannot leave the office of origin, so copies of patient records and bills are sent back and forth between offices for processing every 15 days. This resulted in multiple copies of the same information at several different locations. When a patient visits an in-network UNIMED physician, the medical records and billing documents are processed and stored at the local UNIMED office. If a patient seeks a second opinion or chooses to see a UNIMED doctor in another city, the two offices must bill each other for the visit. This complex process often led to tests being repeated two to three times since the original test results are not easily available to the second physician. This was a drain on the organization’s bottom line and efficiency, and contributed to the huge amount of records UNIMED needed to maintain.

Les Corts Mental Health Center

The administration department of the CHMLC is required to process several thousand documents every month; the majority of which are incoming invoices and large volumes of correspondence concerning grant applications. The center also receives personnel certificates and request forms from the branch offices. Ten employees are responsible for dealing with this huge volume of paperwork, the majority of which is received at the different offices and then transferred to central administration. Before DocuWare was implemented, incoming invoices and internal application forms used to be sent by courier to central administration. Once there, the hard copies were transferred from one table to another according to an established workflow. Each employee kept a copy of the most important document, leading to unnecessary duplications. This traditional way of handling documentation made it difficult to keep a check on processes and a large of amount of time used to be wasted searching for a specific document.

Advance Cabinet Designs: Cost Savings by Design

Advance Cabinet Designs Inc. (ACD) is a family-owned business that manufactures custom commercial cabinets for clients in the Northwest United States. The company had a paper-based accounts payable process that involved different employees adding documents to an information packet that moved from desk to desk. This process was inefficient and time-consuming. Additionally, ACD’s job files, which contained everything relating to a project, were in paper form and could be up to 10 inches thick. These files were often unorganized and not readily accessible to all employees. The company needed a system that would allow them to easily share information between employees and verify that the information being shared was the current version.

More Communication with DocuWare

Before the implementation of DocuWare in 2008, all documents related to the entire workflow process of projects at KONSING GROUP Ltd had to go through a long and tedious process. Documents were sent in by mail, scanned, and distributed via email to five different departments. An equal amount of documents were physically transported from one office to another. With more than 5000 documents a month, it was necessary to have several administration officers handle the distribution and filing of all incoming mail. The documents ranged from inquiries on possible installations, to plans on installations or construction, contracts, financial correspondence, and invoices. The management at KONSING GROUP Ltd wanted a solution to their paper filing and workflow process. They wanted faster delivery and remittance of documents especially before and after a contract was signed.

Invest Bank S.A. - More Credit to the Customer

Invest Bank S.A., a retail bank based in Poznan, Poland, was struggling with the management of their document workflow due to the large volume of bank mandates, transaction records, loans, credit checks, invoices, emails, and signature patterns. They were processing a minimum of 100 credit applications a day. The bank needed a solution to improve the speed of the work processes involving loan applications and the filing of the applications themselves and all the documents pertaining. It was absolutely necessary to limit the time required to process the credit documentation verifications. It was also important to obtain a higher degree of integration flexibility with other units, such as the Ultimus BPM Suite Software, which controls the entire process of form completion and activity automation that, previously, had been managed manually.

SAMSON AG: For more flexibility and customer proximity

SAMSON AG, a German company specializing in instrumentation and control systems, was facing challenges with its paper-based document management system. The company was generating around 15,000 documents daily in the sales department alone, all of which had to be printed and filed. The central paper filing system was kept in several basement storerooms, and outdated documents were regularly boxed up and stored elsewhere. This led to a lot of work, especially when looking for documents. If one of the sales offices needed information about a transaction, documentation was even sent back and forth through the mail. There was no way to guarantee that the files they received were up-to-date and complete.

DMS – a Constant Flow of Information

Before implementing a Document Management System, Lyonnaise des Eaux stored all its business documents, technical documentation, and landed property deeds in physical files. Locating a specific document was a tedious process, often leading to frustration and wasted time. Not all documents were catalogued, and those stored in the basement were never indexed, making retrieval even more difficult. The company needed a solution that would provide direct access to all archived documents and integrate with the existing APIC geographic information system. The goal was to save space and provide a large number of employees with easy access to all documents.

Healthy Admissions Processes

Christian Health Care Center (CHCC) was struggling with redundant data entry, slow insurance invoicing time, and poor internal information sharing. The Center manages a variety of documents from different departments, with a focus on digitally managing the documents in the Admissions and Education Departments. Each of the Center's programs has its own admission process and set of documents, all of which require an application, signed consent forms, billing information, a copy of the insurance card, and insurance verification documentation. This information was manually entered into the Center's system, and other necessary documents were added to the patient's record. The Education Department needed to store staff certifications and sign-in sheets for clinical and non-clinical programs, as well as other documents such as tests and course outlines. The Center was looking for a powerful, modular, document imaging system that could provide not only a departmental solution, but one that could grow into a workflow system throughout the organization.

Bromwall Ltd. - Insurance Brokerage Enhances Efficiency with DocuWare

Bromwall Ltd., a rapidly growing insurance broker, was facing the challenge of managing a flood of paperwork on a daily basis. The documents, ranging from policies and claims to client presentations and new business, were coming in from various sources. The paper-based system was inefficient and time-consuming, often requiring employees to return phone calls after first identifying the case and matching the pertaining records. The company needed an Enterprise Content Management (ECM) system to manage the influx of documents and free up time for personnel to handle other tasks. The solution also needed to integrate with 'Act! by Sage' and 'Paperport' by Nuance, two other standard software systems used by Bromwall.

The Providence Center: Medical Records Go Electronic

The Providence Center, a mental health and substance use treatment center, was struggling with the limitations of paper-based medical records. These records were only accessible from 9:00 a.m. to 5:00 p.m., Monday through Friday, and needed to be requested in advance of appointments. This was a hindrance to providing quality care to clients, especially in emergency situations. The Center had already eliminated most of its handwritten forms and had an electronic forms creation system in place, but once the forms were completed, they were printed and stored in a paper medical record. The Center needed a solution that would allow for 24/7 access to clinical records, improve the quality of records by reducing human error, and meet the privacy requirements of HIPAA.

推特订阅.

© 2015-2025 Asia Growth Partners Limited | 隐私条款

联系我们

欢迎与我们交流!

感谢您的信息！
我们会很快与你取得联系。