At an information event organized by their regional DocuWare Partner, Ms. Röder gained first impressions of the functionality of the DocuWare system. A proposal for a solution based on their catalog of requirements soon found the approval of management. The decision fell in favor of cloud-based software.
"Our own server capacities are limited, and we do not have an IT administrator in-house, but rely on the services of IT system integrators. With a cloud solution, we reduce our administrative effort and increase both the system’s availability and data security," explains Nicole Röder. One project team, consisting of a commercial employee, one manager of the various Gartner business units and two experts from the DocuWare Partner, dedicated themselves to transforming their analog processes into digital ones. In addition to defining the workflows, three powerful Kodak document scanners were implemented to digitize paper documents in the areas of towing service, repair workshop and administration.
After a detailed test and adaptation phase, the gradual productive use in the area of order processing began at the beginning of 2016. As a first step, repair workshop orders and invoices, orders for other goods and their returns as well as delivery notes and credits were alternatively digitized from the ERP system Centro or - in the case of paper documents - transferred to the document pool and stored in their predefined directory structures. In a further project step, all documents relating to services provided under the ADAC partnership, ie towing and breakdown assistance documents and rental car contracts, were digitized. "In the past, copies of the ADAC orders filled several files every month," says Nicole Röder. Now they save all that paper volume and storage space.
The DMS implementation was completed about six months later with the integration of all accounting-relevant documents such as AP/AR invoices, cash receipts, account statements or gas receipts of the road patrol driver. Although more and more suppliers are switching to electronic invoicing via email, according to Nicole Röder, about 80 percent of incoming invoices are currently paper-based and must be scanned. “A great help with this for the automatic indexing of paper documents is the self-learning Intelligent Indexing service, which achieved very high hit rates after a short time, really speeding up the pace of digital filing," says Nicole Röder.