Using DocuWare the decentralized incoming invoices are now automatically digitalized and indexed at the center. Next, the clerks receive the invoices in task lists for their perusal and, once approved with the electronic DocuWare stamp, they are immediately forwarded for payment. Internal requests from the centers are processed in a similar way. If, for example, a center requires a training course, the secretary concerned completes a template in Word. This is then automatically indexed and assigned the status “pending” and placed immediately in the central filing cabinet. The responsible employee receives it in his or her task list and can process it immediately, authorizing it with an electronic stamp. The secretary sees the document under “authorized requests” and can immediately notify the person interested in the course.
Rapid processing is especially important for applications for funds. All the documentation related to the forms and certificates required to apply for and justify state funding is stored in a central document file cabinet, including the e-mail messages which used to be laboriously printed out and attached to the relevant forms in folders. Now the messages are automatically archived to DocuWare from Microsoft Outlook. Many of the forms that the CHMLC submits to ministries must be completed by different employees. These forms, archived in PDF format, can also be distributed digitally to employees via task lists, making the printing out of numerous hard copies and long processing times a thing of the past. CHMLC administration can determine at any moment the exact location of a justification or a grant application and/or the steps still required to complete a submission. Failure to meet deadlines, which used to cause considerable extra amount of work, is now no longer an issue.