AMI Imaging Solutions, Inc., an Authorized DocuWare Partner, implemented District 196’s DocuWare solution. The HR department worked with AMI to designate the index fields based on the way information was requested.
Document management has streamlined the district’s hiring process. Today, applications, résumés and letters of recommendation are scanned and manually indexed by name, licenses and coaching qualifications. Next, they are stored in the “Applicant“ DocuWare file cabinet. Those needing to fill a position, can access the “Applicant“ file cabinet online and instantly narrow the applicant pool by searching for an individual with specific qualifications.
“It is really easy for a principal to fill a position. They don’t have to drive to the district office and spend hours sorting through paper. Many of them access the résumés from home. With DocuWare they can search for a teacher licensed to teach elementary school or quickly review the résumés based on years experience in order to meet budget needs. DocuWare hasn’t saved time just on the district administration level, its efficiencies have impacted every school,“ said Tom Voigt, Information System Coordinator for District 196.
Storing applicant information in DocuWare was such a success that the HR department converted all of their paper employee files for current, terminated and retired employees to electronic files.
The use of DocuWare is expanding throughout the District. Today, student records and transcripts, special education records, Board of Education records, as well as the Payroll and Facilities