Jonathan’s team began to look for a solution: it needed to be easy to use, provide central storage, and give multiple employees different levels of access to documents. “We ultimately found DocuWare,” remembers the company’s co-founder. “How simple it is to store and manage documents impressed us from the beginning. We were also pleased to have a local DocuWare Partner who could support us with the project that also came with excellent references.”
In the meantime, ten employees are now working every day at the company with the DMS. Nearly all of their existing paper archive has been digitalized. The digital folder structures from individual workstations have been migrated into their central electronic document pool. “Today, we can store documents within seconds into our central archive, even when we’re working outside of the office,” explains Jonathan. Application documents, contracts or even email are simply dragged into the appropriate electronic file cabinet and indexed with a few mouse clicks. Index terms can be chosen from pre-defined lists or directly taken from the content of a document.
Step by step, they built a complete database that houses every candidate’s documents. The right profiles can be accessed in seconds using finely detailed index terms. “Let’s say one of our clients is looking for an engineer with at least two years of work experience who is specialized in a certain area – we can quickly line up the appropriate candidate folders on our screen and pass on the best choices to our client,” Jonathan proudly reports.
When JTE Recruit’s recruiters need to discuss certain documents internally, they can also share any searches they conduct with their colleagues by email. One click on the embedded URL link will open the result list containing links to all the necessary documents