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 v   Project participants need access to individual documents for years to come regardless of their original format. This could include letters, e-mail, meeting minutes, accounting records as well as blueprints, CAD drawings and photographs.
Every day this living collection of documents is modified and new records are added. A single project can end up filling several file cabinets. Paper documents are often lost between external sites, production facilities, labs or construction zones - caught up in the world of faxes, couriers or scan centers who convert them to digital format. Sending them to where they are actually needed is time consuming for all parties involved. Even if a company has done its best to store the information on the network, employees often have trouble opening them or using them off-site - simply because they do not have the software in which the document has been generated.

Up-to-the-Minute or Off-to-the-Competition
Then there is the issue of versions: a document has been found, but the user isn't really sure it's the latest CAD file or process description needed to move on to the next step. Enter chaos. Here's a great opportunity for errors and extra costs to join in as well, leading to big problems in your time and cost management; possibly even a breach of contract - all leading the customer to check out your competition.

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 v   Struggling with Consistency
Keeping data consistent is a real challenge for virtual project teams working in different locations. Changes made to files are not regularly synchronized with external locations, and mobile users aren't always able to access documents stored at headquarters. The result: mistakes have a way to slip in and a project's timeline is in jeopardy.

Stay Current... Worldwide
Already in its most basic version, authorized employees can use a DocuWare Client to work remotely worldwide. They can use the Internet to access documents stored at headquarters in real-time, plus enjoy all of the program's features - securely and reliably.
Electronic file cabinets kept in different locations can be seamlessly synchronized with one another. Using detailed options, you can determine which documents stored at headquarters should be automatically synchronized overnight with documents kept in another file cabinet at a subsidiary or remote work site. Ditto for synchronizing Notebooks.
In this way, everyone on a project team stays on the same page, even while working offline when necessary. Teamwork that actually works! Watch as projects are efficiently implemented.

Keeping Track of Who Knows What
Even when some employees have access to the most up-to-date documentation, they don't always realize it. Critical changes are simply overlooked. The result: your company has to pay for the effects of miscommunication, your competitiveness suffers.

Full Transparency
With DocuWare, you know immediately who and when members of your team have read through a document. Electronic stamps provide the overview. Thanks to them, you can always see who knows what and who's working with which document version. This kind of transparency helps you avoid errors, save time and keep to your budget.

Gaps in the Documentation
Your company is being sued and you need to provide all of the documentation, for example, on the development of a construction site - plans, notes, correspondence, etc. Unfortunately, you realize you are missing pockets of information. The result: your company faces losing in court. This translates to significant cost to you and casts a shadow on your company's reputation.

No Gaps, Legally Sound
With DocuWare, you can access extremely well-organized documents for decades, even if they were created by out-of-date programs. You can even prove nothing has been manipulated on your side. It's the protection you need to go into any legal battle.

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 v   Whenever DocuWare captures minutes from a meeting, they are automatically distributed to all project participants. They in turn respond that they have registered the information found in the minutes by placing their individual stamp on the archived document. Project leaders can then immediately see that everyone on their team is on the same page (or not!). Users can also write annotations directly on the document, making their notes and thoughts accessible to everyone: a great way to avoid flawed communication. Retrieving information now takes 30 seconds, instead of the 15-30 minutes needed in the past. And they've replaced the 25 binders used on average to store each project's materials with one CD/DVD.

After a project is completed, the engineering company's customers receive a digital folder on CD/DVD containing all of their materials on top of the usual collection of transfer documents.

Requirements:

• Real-time access from remote locations

• Central access to information from various data sources

• Save time and space

Benefits:

• Professional image enhanced through quick proposal turnaround

• Efficient project execution

• Transparency for employees and customers

• Project documentation reinforces long-term security for customers