What Does Digital Document Management Have To Offer Your Business?

digital document management for your businessIf you walk around your office today and see someone searching through a stack of paper documents, that person isn’t doing their real job. No organization would hire people just to shuffle paper — they hire people to tackle important accounting, engineering and sales tasks, to name just a few examples.

One of the main advantages of digital document management is that it helps all of your employees focus on what they’re really here to accomplish. A good document management system frees employees from the time-consuming and cumbersome tasks of paper and document handling. By eliminating these obligations, you improve productivity and process efficiency, and unleash your employees’ true energy and creativity.

If your organization doesn’t have digital document management in place, much of your important business information tends to end up in file cabinets, email folders and local hard drives, which seriously limit your access to the documents. This lack of access produces bottlenecks in your organization’s workflow.

For example, let’s say that you’ve been asked to approve a vendor’s invoice before the accounting department sends out the payment. Looking at the invoice, you realize you need to first check it against the purchase requisition and most recent price list, so you set out to find those documents. After looking through your email and local files, you might start asking other people for those documents, which ends up taking a long time. In the end, you put the invoice back in your inbox, and the approval (along with the vendor’s payment) waits until another day.

Clearly, poor access to the documents you need creates inefficiencies and frustration for an organization. Unfortunately, these inefficient workflows are quite common. That’s why a digital document management or enterprise content management system is the foundation for efficient workflow management and process improvement.

Here are some of the advantages of replacing your paper-based processes with digital document management:

  1. Powerful search functionality: Indexed documents and full-text search help you find documents in seconds, improving productivity.
  2. Frees up storage space: By going digital, the space you currently use to store documents and file cabinets could be repurposed for more constructive use.
  3. Cost savings: Stop paying for paper, printing, postage, shipping, copying equipment and maintenance.
  4. Easy access: Digital document management improves access to important information, even from your mobile devices. Version control allows several people to work on the same document and ensures you always have the most recent file.
  5. Data security: No documents get lost in the shuffle, and security measures prevent unauthorized access to sensitive files. In the event of a security breach or natural disaster, your digital backup helps ensure business continuity.
  6. Ability to set multiple permissions levels: This functionality helps to streamline workflow management and ensure compliance.
  7. Automatic audit trail: You’ll always know who accessed a document last and what changes were made.

Once you have digital document management as your foundation, you’ll be able to streamline many routine tasks through digital workflow management. When organized and relevant information flows easily to and from the appropriate employees, it’s relatively easy to automate invoice approvals, for example. And that allows everyone in the organization to get back to their real jobs — including you.

Are you ready to learn more about digital document management and process improvement? Contact DocuWare today for a free consultation and comprehensive cost-benefit analysis.

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Pediatric Associates, Caring for the Entire Business

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Patient medical information at one of the nation’s largest pediatric practices is seamlessly integrated with existing medical software now that paper charts are converted to digital records with DocuWare .

Physicians only have to login into one system to review a complete medical history – including lab work, x-rays, immunization records and more – or to add a diagnosis or notes to a patient’s chart.

Key benefits: instant access to records across seven different offices has improved patient services and provides better compliance with HIPAA regulations. The transformation of paper storage space into eight additional exam rooms allows the practice to see more patients. Additionally, the clinic no longer has to pay for offsite document storage.

With DocuWare in place, the clinic‘s seven locations can now operate as one, streamlining logistics, improving information access and patient service. Future plans include going digital in HR and their Business Office.

“DocuWare has definitely made an impact on patient safety and customer service. Having important information be secure and easy to access is very key for our organization.”

Brock Morris, Chief Information Officer for Pediatric AssociatesBrockMorrisProfile Pic_PediataricAssociates

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9 Corporate Document Management Secrets Revealed

document-management-secrets | Photo Courtesy of ThinkStock http://www.thinkstockphotos.com/image/stock-photo-top-secret-red-stamp/465520533Many businesses and organizations today are saddled with an invisible burden: inefficient document management that squanders resources and wastes countless employee hours.

Even when company leaders realize there’s lots of room for process improvement, they may have misconceptions about what a corporate document management system would truly entail.

When you hear about electronic document management systems or enterprise content management, you might envision a complex, highly technical system that’s difficult for businesspeople to use. This is a common misunderstanding.

Many people also wrongly assume that a document management system would cost a lot of money, take a long time to set up, and probably require you to make disruptive changes in your IT infrastructure and established ways of doing business. As a result, too many organizations struggle along needlessly while their competitors surge ahead.

Here are nine surprising facts about corporate document management, from how much inefficient systems really cost to the process improvement that’s possible with digital document management:

  1. Your employees probably waste much of their time shuffling paper: The average employee spends 30 to 40 percent of his or her time just trying to retrieve information that’s locked in document silos such as email accounts and filing cabinets, according to facts from the Paperless Project.
  2. A paper-based office is a costly choice: If you start adding up what you’re paying for the supplies, shipping and postage along with the expense of buying and maintaining printers and copying machines, the total is a lot higher than you’d think.
  3. Document management affects your core business functions: While the resources taken up by inefficient document management has an immediate impact on employee productivity and operating costs, it also affects your core business. How your business handles its document flow has the potential to either burden your business or differentiate you from the competition.
  4. A digital workflow doesn’t require extensive training: In fact, a digital document workflow resembles your existing paper system, except it’s even more intuitive and simple to use. For example, when you stamp a digital document electronically, it looks the same as if you’d used a paper stamp. But with a digital document workflow, you could have the document automatically forwarded to the next person in the workflow instead of sitting in a paper outbox.
  5. Finding any document should take seconds: In a digital document management system, documents are automatically scanned and indexed, resulting in powerful index search and full text search capabilities. Let’s say you’re trying to find information on a device you bought or sold 15 years ago. Just enter the serial number, and you’ll immediately pull up the invoice, packing slip and other relevant documents.
  6. Integrating with existing systems is no problem: It’s possible to integrate powerful corporate document management within your current business infrastructure. In an accounting platform, for example, you could add a button that gives you immediate access to all accounting documents related to the content of your current screen.
  7. Scanning physical documents is fast: These days, the speed of scanning allows you to create digital versions at a rate of 30 to 60 pages per minute.
  8. Document management is for all document types: A good document management system is comprehensive, organizing not only paper documents but also digital files, such as email and Microsoft Office documents.
  9. Digital workflows offer simplicity and speed: Rather than increasing complexity, a document management system makes it easy to streamline workflows, such as your invoice review and approval process, and automatically create audit trails that save countless hours down the road.

At many companies, there’s lots of room for process improvement in terms of how they handle documents. Now that you have these nine facts under your belt, there’s no reason to let misconceptions about corporate document management hold you back any longer.

Are you ready to learn more about improving your corporate document management system? Contact DocuWare today for a free consultation and comprehensive cost-benefit analysis.

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New PaperScan Version

The color/grayscale tool can be accessed directly from the page view.

The color/grayscale tool can be accessed directly from the page view.

Aside from fine-tuning PaperScan’s user interface, we recently optimized its black-white functionality. When converted to grayscale, scanned documents are much more contrast-rich, making them even better suited for text recognition and DocuWare Intelligent Indexing. Even records like register and sales receipts – which are easily wrinkled or torn – can be read much more accurately with grayscale conversion. Creases in the paper are no Problem! Grayscale Conversion is an option found in a new toolbar on page view. Users can access the tool even faster from this spot than before.

The new version of PaperScan, with its enhanced functionality, can now also be downloaded onto Android systems version 4.0 and higher and iOS version 7.0 and above:

Apple App Store
Google Play Store

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DocuWare Workflow: Simply Strong

When processes are well-managed, it makes the workday virtually run by itself. Workflow Manager is a powerful module that makes sure information flows through your company.

Workflow tasks such as the processing of A/P invoices are tackled entirely within DocuWare – there’s no need to have any other application open. You are automatically informed by email when a new task arrives, for example, when an invoice is stored in a file cabinet. Every invoice “knows” who needs to process it. Rules can be preprogrammed, for example based on a ‘due date’ or for when someone is out on vacation. Once completed, an invoice will move along in the form of a new task to the next person in the chain.

In your workflows, you can also include information from other systems via web service – for example, from your accounting department. The bar code number of an invoice is then sent to your accounting system, so that the corresponding invoice is entered into the workflow form.

Even highly complex processes can be easily configured with the graphic interface of the workflow designer.

An invoice can be processed with a form (left) or a stamp (right).Workflow_Client_en

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PaperOrganizer, Intelligent Organizing for All

Want to quickly and easily organize all your receipts, bills and documents? With PaperOrganizer, DocuWare has created an app that stores digitized documents in structured folders online.

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Whether on the road or working from home, simply download your documents into Dropbox, OneDrive or Google Drive. All documents that are placed in the inbox of the organizer are automatically sorted with the help of the Intelligent Indexing Service. The recognized index categories are proposed as search criteria and form the basis for the creation of a well-organized folder structure. Simply accept what the system proposes or type in something different for each document.

This service is free for users with a low document volume. Right now, you can test the beta package and qualify to store 50 documents per month as long as you live – free of charge! The app is available for iPhone, iPad and Android devices. Of course it’s also easy to make the seamless transition to a full DocuWare solution at a later time.

PaperOrganizer – Your digital documents – inbox view

3 Steps to Intelligent Organization

PaperOrganizer_Grafik_DWInfo_EN

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How to Successfully Introduce Document Management

Take these 5 easy steps with ­DocuWare and your company can quickly and safely benefit from digital document management.

untitledPreparation: Discuss which departments, document types, and processes offer the most potential for improvement.

Client Presentation: We present features of DocuWare which are most relevant to your needs (based on our previous conversations). Together with your future users and decision makers, we will demonstrate how your company will benefit; a cost estimate will be provided. The preparation and Client Presentation are completely free.

Solution Workshop (optional): In cases with more expansive requirements, our consultants will work together with different individuals in your company to capture and document the details needed for your system/proposal. We will provide a cost estimate based on one to three days needed for this service.

Proposal and Purchase: After the presentation or workshop, you will receive our detailed proposal in which the solution and benefits to be achieved are itemized. You can then decide if and when you plan on introducing document management.

Setup and Training: After all this preparation, your DocuWare solution can typically go live in two to five days, which is used for installation, configuration and training.

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A Helping Hand, Red Cross

In addition to hundreds of volunteers, around 200 employees work for the German Red Cross in Ulm and 17,500 members support their work through donations. This might explain why they are faced with an overwhelming amount of records and paperwork. To simplify processing and archiving of over 65,000 documents every year, the Red Cross introduced DocuWare while consciously leaving proven workflows consciously in place.

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Up until the fall of 2012, their records were kept in binders on shelves, while older records made their way to fireproof cabinets in the cellar. Searches became more and more tedious. Considering that they processed over 35,000 invoices annually just for the Rescue Services Department alone, it’s a no wonder that valuable employee time was wasted here.

In a two-day workshop, they took their processes (which were charted on paper by their Quality Management Team) and translated them into ­DocuWare. Integration of the document management system into their existing IT landscape and its new configuration were quickly executed. Thanks to the product‘s intuitive use, employees were immediately able to start using DocuWare.

Today, all documents generated by their existing applications (such as invoicing system Swing, menu service manager Apetito and Microsoft Office) are immediately indexed and archived via DocuWare Printer. All mailed incoming A/P invoices are centrally scanned in the mailroom where they are automatically indexed using the Intelligent Indexing Service and then integrated into an invoice authorization workflow. Invoices coming in by email are also added to the process, stored in their original format. The management team and various departments – including the accounting department – are all tied into the authorization workflow. The process is markedly faster and far more transparent. They now avoid late fees and are taking advantage of early payment discounts. It’s also quick to find documents – so all that extra time can be used by employees for their core tasks.

2-Bernd Thierer Version2_12_2013

» We were amazed at how quickly and seamlessly we were able to implement everything.« Bernd Thierer, HR and Technology Director

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PaperScan: New for Android

paperscan_androidsmartphone_300dpi_en

PaperScan – which has already clocked 15,000 downloads in the App Store – is now available for Android devices. The App makes it seamless to use a smartphone for mobile scanning. While extremely easy to use, it builds on technologically advanced algorithms for automatic capturing and crystal clear image quality. It’s truly a whole new user experience.

The latest version of PaperScan provides you with even better results when scanning with the following generation of smartphones: iPhone 5 or higher, Nexus 4 and 5, Samsung Galaxy S4 and higher. Check it out – it’s worth it!

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Simply Faster Filing, The New DocuWare

In developing the latest version of DocuWare, Version 6.5, the focus was more than ever on the user. The document management system’s improved user experience makes it more fun and easier to work. Simple and comfortable – these characteristics not only ensure a high level of user acceptance but also lower training costs and increase productivity.

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New users will find the intuitive interface simple to navigate. Existing users will quickly appreciate the improvements in the system. For example, you can now do much more via drag & drop. Another big helper is that certain elements and features are automatically activated while others are hidden, based on the work at hand. This frees up space – and mindshare – for the essentials. The fresh, modern design further helps to underscore the program’s clarity and role as chief organizing tool.

But it’s not just about dressing up DocuWare. Web client – at the heart of DocuWare – has also been completely overhauled technologically. Based entirely on modern HTML5 technology, the system is platform-independent. This means you’re completely prepared for the future. But the benefits can also be felt immediately because it also helps DocuWare work smoother and faster.

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DocuWare solutions are the most future and user-oriented in the document management field today. Take full advantage…and you’ll see how time-consuming tasks involving paper documents become a thing of the past.

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