Up-to-the-Minute or Off-to-the-Competition
Then there is the issue of versions: a document has been found, but the user isn't really sure it's the latest CAD file or process description needed to move on to the next step. Enter chaos. Here's a great opportunity for errors and extra costs to join in as well, leading to big problems in your time and cost management; possibly even a breach of contract - all leading the customer to check out your competition.
Project Data Gone Missing
Work has come to a standstill. The reason: a detail needed for construction is being questioned, and the document that will clear things up is missing. The reason? The paper document isn't at the site. Or it can't be found on the company network. Or it has been located, but it can't be opened. The results? Project delays and unexpected costs.
All Project Details with One Click
With DocuWare, your entire project documentation is stored in one central document pool. Paper documents are scanned and administered together with other electronic documentation - contracts, protocols, e-mail, drawings, CAD files or photographs... no matter, it's all in there. Employees can easily access all of the documents, all the time. The programs used to generate original files do not have to be installed on a computer in order to view them.
Struggling with Consistency
Keeping data consistent is a real challenge for virtual project teams working in different locations. Changes made to files are not regularly synchronized with external locations, and mobile users aren't always able to access documents stored at headquarters. The result: mistakes have a way to slip in and a project's timeline is in jeopardy.
Stay Current... Worldwide
Already in its most basic version, authorized employees can use a DocuWare Client to work remotely worldwide. They can use the Internet to access documents stored at headquarters in real-time, plus enjoy all of the program's features - securely and reliably.
Electronic file cabinets kept in different locations can be seamlessly synchronized with one another. Using detailed options, you can determine which documents stored at headquarters should be automatically synchronized overnight with documents kept in another file cabinet at a subsidiary or remote work site. Ditto for synchronizing Notebooks. In this way, everyone on a project team stays on the same page, even while working offline when necessary. Teamwork that actually works! Watch as projects are efficiently implemented.
Keeping Track of Who Knows What
Even when some employees have access to the most up-to-date documentation, they don't always realize it. Critical changes are simply overlooked. The result: your company has to pay for the effects of miscommunication, your competitiveness suffers.
With DocuWare, you know immediately who and when members of your team have read through a document. Electronic stamps provide the overview. Thanks to them, you can always see who knows what and who's working with which document version. This kind of transparency helps you avoid errors, save time and keep to your budget.
Gaps in the Documentation
Your company is being sued and you need to provide all of the documentation, for example, on the development of a construction site - plans, notes, correspondence, etc. Unfortunately, you realize you are missing pockets of information. The result: your company faces losing in court. This translates to significant cost to you and casts a shadow on your company's reputation.
No Gaps, Legally Sound
With DocuWare, you can access extremely well-organized documents for decades, even if they were created by out-of-date programs. You can even prove nothing has been manipulated on your side. It's the protection you need to go into any legal battle.