The timeline for their DMS launch was oriented to their existing renovation and planned move into interim offices. Existing binders were reviewed and categorized beforehand: unnecessary documents were disposed of, while documents which employees needed currently were moved along with their departments. The rest of their documents were prepared for immediate digitization for long-term storage. A project team also put together a well-defined structure for organizing and storing their paper documents in their new digital file cabinet.
As a first step, around 3,000 file folders were digitized by the Workplace for the Disabled in Frankfurt, which provides scanning services. Documents in folders that were rarely accessed were first reviewed, bar codes were affixed, and then they were stored by the Workplace for the Disabled in Hanau. If documents are ever needed from this source, digitization then takes place by the Workplace for the Disabled and the data is then made available in digital form.
For VCI, communicating and exchanging information with their member companies is at the heart of their business processes. Next to classic office applications such as Word and Outlook, their address database which helps them administer member folders, is a key application. Connecting this application with the central document pool was therefore a top priority. Using workflows, they defined processes that now allow them to automate storing all correspondence in digital member folders. Through their address management, they can now enter a member number and quickly view all correspondence, questions about dues, etc.
Managing scholarship applications is another important aspect for the Chemical Industry Fund (FCI), which supports further education at schools and universities as well as individual teachers or students. Digital processes were also implemented for these tasks, which now depict the complete chain from the request to the assignment and payment of funds.