Since implementation, well over one million documents have been scanned. Four scanning stations scan eight hours a day; currently entering two index fields into four file cabinets.
The Problem: entering the two index fields is a manual and time consuming process. There is also an error factor because it is a manual process. One dedicated employee reviews all of the work scanned to identify and correct errors. Again, very time consuming and resources not utilized properly. Document searches were only based on those two index fields. The strain that typing has eight hours a day can create problems.
The Solution: DocuWare's AUTOINDEX module allows a connection to ZOLL, their third party billing software. With this connection, they can integrate the data that is already captured in their billing application and quickly and easily fill in multiple indexes in the DocuWare file cabinet. With AUTOINDEX, they have merged four file cabinets into a single cabinet. They went from two index fields to 14 index fields, which allows for faster searches in the file cabinet as well as having all related documents in one file cabinet. They are now using bar codes for all PCR's, in which RECOGNITION and ACTIVE IMPORT are putting these documents directly into the file cabinet with fixed fields and the unique key that AUTOINDEX uses to query our billing database to retrieve the other seven indexes."
Wittman Enterprises, LLC - Joe Balkema, Director Information Technology:
We now have a more streamlined process for getting documents in DocuWare with bar codes, there is no more data entry by our scanning department, and our error rate is less than one percent.