“The ability to search our database has made a huge improvement in our efficiency. We’ve eliminated at least 100 hours a month in our Bookkeeping and Credit departments alone. Finding our documents is tremendously easier. DocuWare saves us not only time, but paper and stress as well,“ said Szczytko. With DocuWare, Maryland Management can now locate application documents at any stage of the approval process and beyond. Previously, it would take hours or even days to manually retrieve and send documents, now it takes just a few seconds and is easily done from each apartment community’s onsite office. “Transfering documents via courier was a big bottleneck in our operation,” said Szczytko. “Self-serve access to any document, after the lease has been signed is where we’ve seen the most dramatic improvements.”
The volume of documents delivered via courier has dropped significantly, resulting in better customer service by notifying applicants of their status in a timely manner and giving employees the tools they need to easily do their jobs well. By moving business processes to one central server, the information flow is now multi-directional. The corporate office and the apartment communities can both access and contribute to the important credit and leasing information quickly and easily. In addition, all addendums, such as pet registrations or additional parking space requests, are automatically indexed and added to the system using barcodes, allowing all the information for each resident to be in one place, simplifying business processes. For management, processing new leases can easily be distributed between employees and managers can easily monitor how many leases are being processed. Meeting document archiving requirements, as mandated by the state of Maryland is quick and easy.