Take these 5 easy steps with DocuWare and your company can quickly and safely benefit from digital document management.
Preparation: 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.
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.
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.
» We were amazed at how quickly and seamlessly we were able to implement everything.« Bernd Thierer, HR and Technology Director
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!
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.
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.
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.
If you want to know how electronic document management improves your everyday work, there’s no need to study a bunch of manuals; just click on Start. Twelve video clips in HD quality will demonstrate – in a vivid and entertaining way – the most important DocuWare applications. For example, how to automatically store documents while scanning or printing them, how to quickly retrieve documents, and how to electronically organize your business processes more efficiently. Video tutorials provide even more insight into working with DocuWare, complete with screen shots and detailed instructions.
While the new film series “Presented by DocuWare“ hasn’t (yet) been nominated for an Oscar, it’s definitely worth checking out. Enjoy!
New technologies in the software world can be both a blessing and curse. A curse, because their introduction is often connected with some considerable effort for both developers and users. And a blessing, if they make our daily work easier or our lives more enjoyable. That’s exactly how new technologies need to be measured.
With HTML5, we opted to use an exciting new technology for the DocuWare client. Applications can be used just as efficiently and comfortably as you are accustomed with traditional Windows-based applications. The big advantage: these applications no longer have to be installed on a PC, but can be accessed via browser. And they can be used cross-platform – Microsoft, Google and Apple fully support HTML5 with their browsers and devices.
For DocuWare, 2013 was a very successful year. With the acquisition of Westbrook Technologies, we were able to successfully integrate an established U.S. market colleague within the DocuWare Group. The technological exchange that is taking place now will soon impact our product lines in exciting ways.
Our revenue grew by 24% compared to the prior year. Excluding revenue from Westbrook, that meant organic growth of 14% when adjusted for currency fluctuations. Our sales partners generated project revenues with DocuWare solutions of approx. US$ 135 million. Over 200 people are now directly employed by the DocuWare Group around the globe; over 2,000 earn their living either wholly or partially due to sales of DocuWare solutions. We thank them all for their support in our quest to make DocuWare the best way to streamline documents every day.
Jürgen Biffar Thomas Schneck
The Paris branch of global real estate manager Savills wanted to digitize everything very early on. Since 2005, the company has been using DocuWare.
With a focus on rental and real estate management, the company handles large quantities of documents from existing and past real estate clients. This also includes folders with photos documenting the entire process, each step of investments made during the term of any real estate deal. It’s extremely important for all of this documentation to be available – at any time – in order to have the information on hand for making strategic decisions.
Outgoing documents are stored directly out of the ERP system in a tamper-proof archive. All documents are available at any time and from anywhere for authorized users. Thanks to an approval workflow, Savills can, for example, quickly decide when they turn over a client, which information can be passed to a competitor.
» Thanks to DocuWare, we’re able to distinguish ourselves from our competition. «Christian Bertrand, Director Property Management for Savills, Paris
According to a recent study by market research company IDC, over 20% of time at the office is lost to searching for documents and their inefficient storage. Combining a modern office copier with a document management system offers a solution that saves time and ensures higher productivity. Documents can be stored from a multifunction device straight into a digital archive, or assigned to an employee during scanning. For example, a hotel receipt doesn’t get placed in a physical file folder any longer, but rather arrives right in the accounting department’s electronic basket.
It’s even easier to store documents in DocuWare with the help of our new Intelligent Indexing Service. The days of manually archiving documents are over. The web-based service accelerates the electronic storage of paper documents because the copier detects each scan, stores documents automatically in a well-structured way, and constantly updates its own knowledge.
Bringing Order to Paperwork
Garfinkel Immigration Law Firm’s primary focus is on corporate immigration relating to bringing trained specialists into the United Sates for employment. Garfinkel, located in Charlotte NC, is a member firm of the Alliance of Business Immigration Lawyers or ABIL, made up of the 20 top US business immigration lawyers in the U.S.
Using DocuWare’s secure digital archive has simplified file management at the firm. Employees, including remote staff, now benefit with instant self-serve access to completed case files. Digital files, whether PC generated or scanned, allow multiple employees to review a file simultaneously for easy collaboration.
Clients also enjoy premium service now that any authorized employee can step in when another attorney is busy in court. The firm was so pleased with its new document management system that they’ve now scanned over 400 boxes of their case history files going back to their inception in 1997, reducing storage costs and providing the firm with a comprehensive database.
“Immigration law involves very long processes and records management is crucial to keeping things running smoothly.” Allison H. Keller, Business Operations Manager for Garfinkel.