Case Studies

Are You Asking Yourself…

• How much am I really spending on desktop, workgroup, internal production print, and outside print services?
• How do our total document expenses compare to those of our key competitors?
• What factors contribute to these costs?
• How much money can we save and how?
• How much of an investment in time and money is needed to assess my document costs?
• Does this require a detailed on-site audit?

Challenges

• Getting to the true cost of documents across your organization
• Cost reductions
• Determining peer performance & benchmarking
• Developing an enterprise document strategy
• Increasing efficiency & optimization

Introduction & Objectives
The proliferation of output devices such as printers, copiers, fax machines, and scanners has significantly contributed to the dramatic increase in document output volume and cost over the years. While the majority of today’s organizations acknowledge the potential savings from better document management, many still lack the understanding and expertise to address the problem. Third-party providers including office equipment manufacturers, document outsourcing firms, and independent service providers are offering assessment services that focus on identifying costs and inefficiencies around document output.

By utilizing DocuWare, Bozeman Deaconess Hospital has saved $20,000 a month! Patient care has improved significantly and wait times have been reduced because information is readily available to both patients and staff. DocuWare is being used to manage outpatient lab records across a multi-site environment, collect payments from insurance companies faster, as well as store radiology scripts, insurance cards and signed release forms.

Bozeman Deaconess Hospital’s primary objective is providing quality healthcare to individuals and their families. The hospital is an 86-bed, full service, not-for-profit hospital located in Bozeman, Montana, serving 85,000 people in a 90 mile radius and drawing additional patients from surrounding counties.

As the medical needs of the community grew, the hospital expanded its services to allow patients to have lab work done in any one of three locations. The pressing need for a better way to manage patient records and laboratory results across a multi-site system caused the hospital to investigate implementing an electronic document management system not only for the laboratory, but for other areas of the hospital as well.

One way to control your costs for color printing is to charge them back to those who are doing the printing. Charging back these costs can help reduce operational costs in two ways.
1. Internal users who are billed for all or some of their color printing are likely to be more aware of, and more mindful about, how much they print—and, as a result, more judicious in their use of printing resources. This can result in less usage.
2. By billing external users, organizations can eliminate, or at least significantly reduce, the color printing and copying costs that they normally absorb on behalf of their clients or patrons.

This small town provider of electricity is using DocuWare to provide better customer service, reduce fraud, and operate more efficiently. The system is expanding throughout the city and will eventually become the records management system for all city government departments.

Founded on the banks of the St. Joseph River in 1691, Niles, Michigan is a small town located in the southwest corner of the state, just north of the Indiana state line and only 90 minutes from downtown Chicago. The City of Niles and the surrounding Niles Townships govern a combined population of 33,000 providing essential