Docuware

DocuWare Enterprise was awarded as the top-performing document imaging solution. Testing on Version 5 acknowledged a very full set of features that is especially strong in compatibility, scalability, ease of use, security, and value. It was judged to be well suited to meet the needs of a wide range of organizations that are looking to improve their business processes. BLI, leading independent testing and review provider for the imaging industry, awards top-performing software solutions after they have undergone rigorous review for the target market and are rated against leading competitors.

"We at DocuWare cannot emphasize enough the great importance of this prestigious recognition. The assurance of our product's quality and high performance by an outside source such as BLI is of tremendous value for our reselling Partners and their customers," noted Greg Schloemer, president of DocuWare Corporation. He stressed the importance of the high evaluation given for the training and support DocuWare provides for their resellers and customers.

Buyers Laboratory Inc. (BLI), the world’s leading independent evaluator of document imaging products and solutions, has announced its Summer 2010 “Pick” winners honoring outstanding document imaging software solutions. BLI’s prestigious “Pick” awards acknowledge the top-performing document imaging solutions evaluated in BLI's lab during the previous six months. DocuWare Enterprise, from DocuWare Corporation, has been named Outstanding Enterprise Document Management Solution by the editors at BLI.

“Document imaging solutions are proving to be the lifeblood of the industry,” noted BLI Managing Editor Daria Hoffman. “From the capture solutions that digitize and route hardcopies to the management software that helps customers retrieve files to the assessment and print management tools that enable a dealer to deliver managed print services, these solutions help resellers engage and retain customers in an environment where hardware alone has been a tough sell.”

DocuWare Delivers Class-Leading Document Management for the Enterprise

DocuWare Enterprise, tested in version 5, is an impressive document management system that can suit the needs of a wide range of organizations. The solution allows users to import documents, classify them, perform a full-text index for easy search and retrieval, and incorporate them into an organization’s digital workflow.

“The DocuWare platform is very full featured and sets the bar very high for what an integrated document management system should include,” said Jamie Bsales, senior product editor for solutions at BLI. “Just about any document type—whether scanned from hardcopy or imported electronically—can be stored in the system, and the platform’s workflow features allow companies to deploy custom workflows for any type of document or business process.”

Having a high level of national and international recognition, CES University’s academic focus includes medicine, dentistry, biology, veterinary medicine and zoology, as well as law. It also offers postgraduate courses such as clinical medicine and clinical dentistry, including master's degrees and doctorates. Since the second semester of 2008, applicants have been able to enroll via the university's website. The university's main campus is in Medellín, Colombia, where all of its academic services are based. Branch campuses are located in Sabaneta, Envigado, Girardota and in other parts of the country.

Documents
For each student enrollment, the system generates a form. Documents like reports, ICFES certificates (entrance exam, etc), qualifications and so on are attached. These documents then become part of the student's record or résumé. They are stored at the university and are active while the student remains at the institution and become inactive or withdrawn once they have graduated or leave the institution.

Work Process
Before DocuWare was installed, applicants wishing to register and enroll for classes stood in line for hours at the campus Admissions and Registrations office. Two staff members spent an average of six hours a day registering students. With this constraint, new applicants often had disappointingly, long wait times.

The documents submitted by each applicant were stored in physical folders and sent to the assigned staff interviewer as the final step to enrollment. Following the interview, they were stored at the Admissions and Registrations office. As an applicant becomes a student, additional documents were generated and added to their folder increasing the University’s liability due to physical manipulation, alterations, lost documents or unauthorized access. Eventually all documents were sent to the Centro de Administración Documental or document administration center responsible for record keeping.

Solution Requirements
The university was allowing students to enroll via its website but had difficulty managing the different documents since it had no control over their method of capture, quality or size. It needed a solution that would simplify the process, allow for the different document types and could be easily integrated into its website.

Documents
UNIMED maintains volumes of documents including medical records, hospital charts, doctor statements and more. In Brazil, the original document cannot leave the office of origin, so copies of patient records and bills are sent back and forth between offices for processing every 15 days. This exponentially increased the number of documents UNIMED maintained and resulted in multiple copies of the same information at several different locations.

Work Process
When a patient visits an in-network UNIMED physician, the medical records and billing documents are processed and stored at the local UNIMED office. If a patient seeks a second opinion or chooses to see a UNIMED doctor in another city, the two offices must bill each other for the visit. Because transferring and maintaining documents is such a large complex process, when patients get a second opinion many of the tests are repeated two to three times since the original test results are not easily available to the second physician. This phenomenon was a drain on the organization’s bottom line and efficiency, and contributed to the huge amount of records UNIMED needed to maintain.

Implemented DocuWare to securely manage financial documents and link accounting information with product test reports. Today, the company can better manage production costs and has improved employee productivity and customer service now that information is securely filed. The best part - DocuWare’s ROI was realized within the first year.

Case -
Penn Stainless Products, Inc., founded in 1949, is a global distributor of custom specified flat rolled, bar, structural and tubular stainless steel products. With over $140 million a year in revenue, Penn Stainless Products (PSP) is a mid-sized player in the stainless industry.

Documents -
With over 9,000 customers and double digit annual growth, PSP needed a more efficient document management system. Information was shared between 60 employees and searching for information was tedious because documents were subject to slow refiling and misfiling. In addition, the company needed to reference each invoice with the heat or test report for the product specified.

Work Process -
When a new account is created, a credit file consisting of references, applications, Dun & Bradstreet™ reports and tax reports is established. Credit files are only accessed by a few employees but are extremely important to maintain and have a long document life.

Newburgh NY, January 19, 2010 – With a new online tool from DocuWare, users can calculate how much their own organizations can save by implementing a DocuWare Document Management System (DMS). This appropriately named ROI Calculator also demonstrates on an individual basis how costs are reduced and profits enhanced through space and time savings.

Return on Investment (ROI) is a critical factor when making a significant acquisition. DocuWare recently developed a ROI Calculator to help companies better estimate an investment in a DMS - with just a few mouse clicks. This free online tool provides companies with a custom profile that demonstrates how much savings and profit potential can be unlocked with a DMS. For example, users can calculate exactly how much time, space or copying costs can be saved on a monthly basis.
Another special feature of the tool is that users review specific departments to receive concrete suggestions on how to turn time saved into an increase in revenue. For an Accounting department, savings from improved cash flow or early payment discounts can be calculated. In Purchasing, the ROI Calculator shows how DocuWare lowers costs by helping to negotiate better terms and conditions. In Sales, it calculates how much revenue can be increased by streamlining processes. DocuWare users interested in expanding their DMS into other departments can specifically see where the hidden profits are. The ROI Calculator also makes it simple to calculate how quickly a DMS will be amortized within a certain budget.

During the executive team and board of directors’ last meeting of 2009, the Document Management Specialist decided to further reinforce the importance of web-based developments by creating a special department dedicated to this field. As part of this initiative, the company will increase its innovation budget over the next couple of years by a total of one million euro. According to DocuWare co-president Juergen Biffar, “Browser technology is a crucial part of the future. Users who install DocuWare solutions on their own servers will profit from the further simplification of its administration as well as those who opt for our new SaaS applications. In order to achieve the same or an even better user experience with traditional technology and to further expand into new application areas, new innovations must be in constant supply. We are proud that even in an economically challenging environment we are able to significantly add to our investments in innovation. And thanks to years of uninterrupted success, we are able to fund it ourselves.”

DocuWare - The Company
Founded in 1988, DocuWare has over 7500 installations and over one hundred thousand satisfied users daily in over 70 countries. This Integrated Document Management Systems (IDMS) producer offers solutions that target small to mid-sized companies, government agencies and departments in large organizations. Over 400 Authorized DocuWare Partners make up a worldwide independent reseller network, employing over 1000 DocuWare experts who bring DocuWare close to its customers. DocuWare AG is based in Germering near Munich, Germany. The company’s US subsidiary, DocuWare Corporation, is located in Newburgh, New York and is responsible for all activities in North, Central and South America. DocuWare Ltd., its subsidiary in Weybridge, Surrey, handles all activities for Great Britain and Ireland. DocuWare S.L. located in Barcelona is responsible for the market in Spain and DocuWare SARL is located in Paris and attends to France and francophone Africa.

The KV-S4085C quickly and easily integrates into a DocuWare installation, allowing users to effortlessly turn paper documents into digital files. Documents can be scanned in color, B&W, or grayscale and simultaneously shared via e-mail, stored on the network, saved on portable USB drives, sent to networked printers and copiers, or sent to a network folder which DocuWare monitors to automatically deliver scanned images to a virtual ‘in basket’ on a desktop for further processing.

Thanks to DocuWare, each of St. John’s Clinic’s 180 offices now have access to HIPAA forms and accounts receivable information over the Web. Productivity has soared as document retrieval time was reduced from weeks to minutes, and faster processing of insurance documents has increased cash flow.

St. John’s Clinic, a division of the St. John’s Health System in St. Louis, is a physician-led organization comprised of 440 physicians, 90 mid-level providers and 1,800 co-workers. The Clinic averages 1.4 million patient visits per year between their 67 locations throughout southwest Missouri and northwest Arkansas. St. John’s Clinic is committed to providing clinical excellence, compassionate health care and outstanding patient service.

St. John’s Clinic Business Office (CBO) processes all the billing transactions and provides front and back-end support for all 180 offices. After struggling for two years with an inadequate document management system, the Clinic evaluated their needs and elected to install DocuWare.

Warsaw Police Department is utilizing DocuWare to reduce man-hours, costs and unsolved cases. Electronic storage of incident reports, accident reports and tickets has streamlined the way this department operates and allowed the staff to focus on their primary duty of protecting the citizens of Warsaw.

Nestled between Indianapolis and Chicago, the Warsaw Police Department serves the city’s residents and surrounding area of 45,000 people with a staff of 34 sworn officers and 11 civilian personnel.

Documents
The Police Department processes and stores incident reports, accident reports and tickets. Incident reports are accessed frequently and are created every time an officer responds to a call.