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 v   Snail’s Pace
The reasons for this poor exchange of information are numerous. Paper documents need to be distributed by hand giving way to slowing down a process or worse yet, document misplacement or lost. Blueprints and electronic correspondence, such as letters, are stored in folders or binders which are cumbersome and take up valuable office space.

Information Islands
Having electronic information doesn’t necessarily guarantee a seamless flow of information. Here are some examples of what this means: the accounting program and the systems found in other departments might not communicate with one another, not all records are archived in a secure way that meets legal guidelines, and employees in different departments can only access the data of their particular area. Here are some more: Customer Service and sales personnel can only access parts of a customer’s records, and e-mail is treated by many as private property. Consequently, no one has a real overview of what’s going on.

Building Bridges with DocuWare
Things are different with DocuWare: authorized users can access all documents in the central document pool from anywhere around the world and at any time of day. Through certified interfaces, DocuWare can be easily integrated in third-party systems. Integration is always simple, since DocuWare is based on an open, SOA-compatible platform.

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 v   With DocuWare, every record is stored in one central document pool. These are automatically indexed using criteria like customer number, name, address, and shipment number. In seconds, authorized colleagues from around the world can now access this data – even via the Internet, vastly reducing search times. No need to file duplicates or ship needed documents. Regardless if someone is working in Customer Service, Sales or Accounting – questions can be answered across all departments. Customer loyalty and your company’s reputation grow exponentially.

Accounting/Controlling
So much time can pass between receiving an invoice and actually paying it that there’s no way to benefit from early payment discounts. Some reasons: things move slowly in the mailroom; those who need to authorize a payment are missing information such as an updated pricing, or maybe they are just simply out of town. Generating your own invoices can also take too long if you are awaiting information such as a proof of delivery. Both scenarios can make your cash flow and bottom lines suffer.

Invoice processing
DocuWare speeds up processing times for both accounts payable and accounts receivable invoices. AP invoices can be authorized for payment in seconds with the help of electronic stamps. Questions that might slow down approval can be answered immediately since every department has access to the documents stored in the central document pool. Deadlines for early payment discounts can easily be met and double payments are a thing of the past.
With the help of the central document pool, AR invoices can also be sent out with communication software by fax or e-mail in addition to the usual postal route. Your company saves in time and paper. And while this is all going on, DocuWare has also made sure that your documents are automatically archived in a tamper-free format that is fully compliant with retention guidelines.

Production/Quality Assurance
All production documents – such as measurements, hand-written notes, drawings and contracts – are placed together in a storage room. Even with the greatest of filing care, it’s tough to find what you need, when you need it.

At your fingertips
With DocuWare’s central document pool, all of your production documentation can be accessed in seconds. Employees from any department – whether it’s Quality Assurance, Purchasing or Support – can tap into your company’s collected and well-organized technical documentation. Your company fulfills all product liability laws and grows productivity at the same time.

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 v   A second court has now gone paperless and with the use of DocuWare
CONTENT-FOLDER the judge has immediate access to all the information on pending cases.

The Sheriff’s Office has joined the system so now they are better equipped to collaborate with the Clerk on tracking warrants. Multiple copying was also eliminated.

With DocuWare, sharing documents between departments has never been so easy. With streamlining and automating processes, efficiency and productivity improved.

Challenge:

• Improve information sharing between departments

• Eliminate searching for documents in numerous storage facilities

• Provide the public electronic access to information

Benefits:

• Access to a central document pool allows all departments quick and easy to shared information

• Improved document control system has heightened confidentiality

• Increased productivity while substantially reducing county expenses