The more NCIS used DocuWare the more uses they found for the software. Their DocuWare system has expanded from purely storing HR and meeting minutes to a seamless integration with Peachtree, their accounting system. NCIS can access their AP invoices and other accounting records that are stored in a DocuWare file cabinet directly from the accounting software. When an invoice is processed in the accounting software, the index fields for the image of the actual invoice are updated automatically, keeping both software solutions working together.
“We love having all our documents in their native formats stored in one location. Peace of mind and ease of retrieval have been the biggest benefits we’ve received from DocuWare,” said Crist.
For NCIS, knowing that their members and staff have easy access to current and historical data and reports fulfills their primary objective of providing its members with the information to develop fair underwriting for crop insurance.
Using version control for meeting minutes lets NCIS manage their meeting minutes with transparency. Version 1 is the working draft, version 2 means the minutes have been approved by the Legal Department, version 3 minutes contain revisions. At the next meeting, the version 3 minutes are opened, formally approved and stored as version 4. By using version numbers, the staff can see what changes were made and where in the process they were made for complete transparency.
The organization was also able to update their document retention policy. Important email can be archived in DocuWare in its native format and easily searched. All other messages are stored for two years then deleted. By implementing this policy, the organization was able to free up needed room on its email server and guarantee that vital content was not lost.