In order to improve customer service and organize internal processes efficiently, Langenscheidt Editorial Group decided to implement a DocuWare document management system. Data from a formerly used imaging system, as well as information from an AS/400 system was successfully migrated into the new DocuWare system.
There was a strong wish to archive and retrieve documents from the SAP applicaton directly. The company decided to use DocuWare's CONNECT TO R/3 module. The connection between DocuWare and the business object of SAP is made immediately on creation of a document such as an outgoing invoice in R/3.
For Sedus Stoll, a manufacturer of office furniture, accessing information from microfilm is a thing of the past and employee desks and shelves once piled with paper have become less cluttered. Not long ago, private copies of information stored in baskets and folders were a popular way to simplify the search for information. Now, using the DocuWare document management system, information is stored in a centralized electronic file cabinet accessible with only a few clicks of the mouse. On average, 25,000 records from suppliers and resellers are filed every month.
"The expenses of about 60,000 Euro - including software and service - has amortized in less than two years. Day-to-day cost savings result from direct access to documents, and the elimination of labor intensive research among several filing systems and the need to make frequent phone calls to verify data."
Continuing to work with paper documents meant that IKEA Austria would have had to enlarge their office space substantially. Instead, IKEA Austria began electronically filing its accounting department's documents with DocuWare. Numerous invoices from 120,000 regular customers are scanned locally in each of the five Austrian stores and transferred electronically for processing to the central accounting office in Wiener Neudorf.
"Filing our documents electronically made it possible to reduce the costs for our archive by more than 90 per cent. The easy operation and the constant access to all invoices save us immense amounts of time and money. The fast acceptance by employees in various departments such as sales, human resources and accounting proves that our decision to implement DocuWare was right."
BEGO, a dental company based in Bremen, Germany, archives documents completely automatically in their central document pool for all aspects related to purchasing, order processing, and production. The dental company's business partners, located in over 100 countries, now have quick access to in-depth device documentation.
"We were interested in deploying DocuWare after hearing the positive reactions from companies of our size, but we were also attracted by a price point that was manageable for a medium-sized business like us. The solution paid for itself after only 15 months just as the cost/benefit analysis had predicted."
Well known fitness and wellness resort adopts DocuWare electronic workflow to streamline accounting processes from three locations. Transparent work processes empower staff and give management useful tools to increase efficiency.
"With the Malibu resort opening up in 2010 and Niagara in 2012, being able to easily approve invoices across three locations and keep our Accounts Payable processes running smoothly was crucial. As we’ve grown, our business model has evolved and our processes needed to change as well. With DocuWare we have been able to update our processes and position ourselves for increased future growth."
Paper and cardboard recycling is central to the work done by the internationally operating Newark Group based in New Jersey, USA. With the introduction of a document management solution at two of their locations in Spain, the company has not only boosted efficiencies in its processes, but is also making the most of technology to underline its commitment to using paper in an environmentally conscious way.
"Our expectations in implementing a DocuWare DMS have been completely met. By optimizing our business processes, we have managed to reduce costs while meeting our commitment to the environment."
From official correspondence to tax notices and pay slips, right through to certificates of registration and partnership agreements: the tax consultancy and accountancy firm dhmp files all of its client-specific data in a central document pool. Fast access to documents makes staff more efficient.
"Our work processes haven't changed at all; they are just much more efficient. A client's information can now be accessed at a click. We've reduced costs without compromising on quality."
Maximum customer satisfaction...that’s the number one goal for commercial vehicle manufacturer DAF Trucks N.V. To meet this goal, this Dutch based company is always looking for ways to provide top quality, not only in the production arena but in its administration processes as well. At the heart of their approach: a central document pool.
„Every year we process over 600,000 AR/outgoing invoices and 450,000 AP/incoming invoices with automatic document workflows. We saved a ton of time and significantly improved our service program for both our dealers and suppliers. Because the DMS project was amortized within a year, we are saving a lot of money.“
This property management company implemented DocuWare in order to speed the distribution of information between its corporate office and apartment communities. Today, application processes have been automated and information is transferred electronically, drastically reducing the use of courier services and the associated costs and waiting time.
“The ability to search our database has made a huge improvement in our efficiency. We’ve eliminated at least 100 hours a month in our Bookkeeping and Credit departments alone. Finding our documents is tremendously easier. DocuWare saves us not only time, but paper and stress as well.“
