DocuWare was implemented in 2003. In addition to file cabinets set up for company-internal documents such as accounting and HR files, rental agreements and car insurance paperwork, they also set up a number of customer-specific file cabinets and one central file cabinet for “Knowledge & Law”. All of the documents stored in this broad document pool are quickly indexed and organized using a pre-defined structure configured by Heinze.
The IT specialist describes the basic approach: “On one hand, we identify general document types, such as those of a certain character, information material, correspondence, reports, etc., as well as more specific descriptors, such as authorizations, invoices, contracts.“ With only two fields in their search menu, users can still quickly hone in on the document they are looking for via well-structured search lists. Today, the DMS has become an essential tool for their ten employees. Right from the beginning, all newly created electronic or incoming documents have been stored in the archive. All paper-based documents are captured using a Xerox Workcentre 7228 scanner and then passed along to the electronic baskets of the appropriate colleague. Only about five percent – authorization documents that are very important legally – are now stored at the same time in a paper archive. Faxes received are converted into graphic files using DocuWare TIFFMAKER and then placed in their own basket where they are further processed in a digital form.
Incoming invoices (A/P) or other important documents that need to be authorized by management before being sent to a customer are handled with a workflow process. Dr. Heinze: “The workflow module InnoFlow helped us create an uncomplicated exchange of information. This was due to its ability to show a wide variety of documents that are part of different workflows in one window, so that any colleague can immediately see everything in one spot and initiate the next step in a process with one mouse click.“