All incoming records, such as proof of delivery slips or accounts payable invoices, are labeled with a barcode, scanned and then filed automatically. Outgoing records created with their ERP system – such as shipping forms, orders, accounts receivable invoices, production documents and test reports from the lab – are stored fully automatically in DocuWare with the help of DocuWare's COLD/READ module. In this process, spool data created while printing is automatically imported; the search criteria needed for retrieval is then filtered from the information. Tedious and time-consuming filing and searching was eliminated and access to the whole system is now possible from every desk. The chaotic stacks of paper everywhere are gone. With the approximately 1,000 new documents that are now stored digitally every day, the company is saving enormously - both in paper and additional warehousing space.
The internet-based workflow system integrated in DocuWare helps speed up the processing of documents. When a certain record type, such as an accounts payable invoice or delivery slip, enters the document pool, a workflow is automatically launched. The employees responsible for handling the document immediately receive notice on their screen. All of the following steps in the chain are clearly defined; employees are always able to see the current status of a document and the current task at hand. As soon as a task is completed, the document is automatically forwarded to the next pre-defined user. The workflow system was first introduced in the Quality Control department at TECHNO COLOR. Several departments work together here and both the customer's wishes and the needs of production must flow into the process.
With the help of DocuWare, TECHNO COLOR is able to react quickly to changing legal requirements. Since e-mail is considered legally equivalent to other modes of business communication, it must also be retained accordingly. With DocuWare, a company can "force" the archiving of e-mail. This means that email is automatically filed. TECHNO COLOR started doing this recently for a few select workstations. They have enacted an approach that forcibly prompts a user to archive e-mail; the user cannot simply delete them. It also allows the user to choose a specific file cabinet and store the e-mail along with index criteria, vastly simplifying the retrieval of e-mail later. A positive sideeffect: after introducing this e-mail storage system, the number of unnecessary e-mail, with images and other attachments that have no workrelated purpose, have dropped significantly.