Docuware

Newburgh NY, January 19, 2010 – With a new online tool from DocuWare, users can calculate how much their own organizations can save by implementing a DocuWare Document Management System (DMS). This appropriately named ROI Calculator also demonstrates on an individual basis how costs are reduced and profits enhanced through space and time savings.

Return on Investment (ROI) is a critical factor when making a significant acquisition. DocuWare recently developed a ROI Calculator to help companies better estimate an investment in a DMS - with just a few mouse clicks. This free online tool provides companies with a custom profile that demonstrates how much savings and profit potential can be unlocked with a DMS. For example, users can calculate exactly how much time, space or copying costs can be saved on a monthly basis.
Another special feature of the tool is that users review specific departments to receive concrete suggestions on how to turn time saved into an increase in revenue. For an Accounting department, savings from improved cash flow or early payment discounts can be calculated. In Purchasing, the ROI Calculator shows how DocuWare lowers costs by helping to negotiate better terms and conditions. In Sales, it calculates how much revenue can be increased by streamlining processes. DocuWare users interested in expanding their DMS into other departments can specifically see where the hidden profits are. The ROI Calculator also makes it simple to calculate how quickly a DMS will be amortized within a certain budget.

During the executive team and board of directors’ last meeting of 2009, the Document Management Specialist decided to further reinforce the importance of web-based developments by creating a special department dedicated to this field. As part of this initiative, the company will increase its innovation budget over the next couple of years by a total of one million euro. According to DocuWare co-president Juergen Biffar, “Browser technology is a crucial part of the future. Users who install DocuWare solutions on their own servers will profit from the further simplification of its administration as well as those who opt for our new SaaS applications. In order to achieve the same or an even better user experience with traditional technology and to further expand into new application areas, new innovations must be in constant supply. We are proud that even in an economically challenging environment we are able to significantly add to our investments in innovation. And thanks to years of uninterrupted success, we are able to fund it ourselves.”

DocuWare - The Company
Founded in 1988, DocuWare has over 7500 installations and over one hundred thousand satisfied users daily in over 70 countries. This Integrated Document Management Systems (IDMS) producer offers solutions that target small to mid-sized companies, government agencies and departments in large organizations. Over 400 Authorized DocuWare Partners make up a worldwide independent reseller network, employing over 1000 DocuWare experts who bring DocuWare close to its customers. DocuWare AG is based in Germering near Munich, Germany. The company’s US subsidiary, DocuWare Corporation, is located in Newburgh, New York and is responsible for all activities in North, Central and South America. DocuWare Ltd., its subsidiary in Weybridge, Surrey, handles all activities for Great Britain and Ireland. DocuWare S.L. located in Barcelona is responsible for the market in Spain and DocuWare SARL is located in Paris and attends to France and francophone Africa.

Warsaw Police Department is utilizing DocuWare to reduce man-hours, costs and unsolved cases. Electronic storage of incident reports, accident reports and tickets has streamlined the way this department operates and allowed the staff to focus on their primary duty of protecting the citizens of Warsaw.

Nestled between Indianapolis and Chicago, the Warsaw Police Department serves the city’s residents and surrounding area of 45,000 people with a staff of 34 sworn officers and 11 civilian personnel.

Documents
The Police Department processes and stores incident reports, accident reports and tickets. Incident reports are accessed frequently and are created every time an officer responds to a call.

Mortgage recording company, U.S. Recordings, is using DocuWare to streamline all facets of its business. From the acquisition of new business and reduced costs, to better customer service by providing online access to an archive of recorded documents, to more efficient and happier employees who benefit from better workflow processes, electronic document management is making this company a leader in the evolution of electronic mortgage recording services.

Headquartered in St. Paul, Minnesota, U.S. Recordings is a provider of nationwide real estate document recording services in over 3700 jurisdictions in all 50 states. As a pioneer in the mortgage recording industry, U.S. Recordings provides lenders, vendor managers, and the title industry with electronic and paper-based recording services that minimize the risk of recording errors and increase their client’s efficiency by managing the volume fluctuations associated with mortgage processing.

Named number one in the nation for deploying technology to streamline operations and better serve students, this college digitized student information providing every department and extension center with the information needed to quickly resolve student questions. Student enrollment grew by 40% over the past few years and the college was able to meet the added volume without adding personnel. Electronic information also helps the college easily comply with state record retention regulations and FERPA requirements.

Tompkins Cortland Community College (TC3) is located in a culturally diverse community in the Finger Lakes Region of upstate New York. The college is part of the State University of New York (SUNY) education system, offering 38 associate degree programs that prepare its students for transfer to a four-year college or university. The college serves 3,000 students through its main campus, two extension centers and online classes.

Tippecanoe County is located in north central Indiana, half way between Chicago and Indianapolis, and has a population of 170,000. The Tippecanoe County Clerk is charged with maintaining volumes of important records. DocuWare helps the county streamline and automate this essential task.

The Tippecanoe County Clerk’s Office is bringing a vast archive of legal, historical and ownership records into DocuWare. Personnel costs have been reduced by 40% and thanks to DocuWare, even with the reduction in personnel, the staff can now keep up with requests by reducing retrieval time from days to hours. With DocuWare in place the County Clerk’s Office now provides a higher quality of service for the residents of Tippecanoe County.

TDM Transportes S.A., a Colombian trucking company, implemented DocuWare to improve its invoicing process. The company will obtain a return on investment in about one year, saving tens of thousands of dollars annually. Reducing “time to invoice“ has improved cash flow and customer service and allows TDM to comply with Colombian record retention laws.

TDM Transportes S.A., serves the manufacturing industry transporting liquid, bulk goods and containers throughout Colombia and Venezuela. Using advanced communication systems such as GPS, fixed and mobile check points, cell phone and radio, the company is able to maintain complete control and security of the goods transported. TDM guarantees arrival dates and offers its customers real time tracking through Internet or e-mail.

Documents
Each shipment generates many different types of documents, such as: a bill of lading and proof of delivery, invoices, fiscal documents, export documents, agreements, inspection documents and others that may be required dependent of the type of material being transported.

Commercial and personal insurance agency, Suburban General Insurance, implemented DocuWare and became a paperless office. Reducing annual operating costs by $30,000 and improving billable premiums by $4 million a year, moving to an electronic document management system has solidified the company’s place in this competitive market.

Established in 1973 by John W. Arbucho & James F. Rosen, Suburban General Insurance (SGI) is a mid-sized family owned insurance company that is committed to serving their customers’ total needs with both commercial and personal lines of insurance. The company represents the country’s leading insurance carriers all of whom meet high standards for quality products, prompt claim payments and sound business practices.

Integrated Document Management (IDM) speeds up business processes, such as “time to invoice“, by reducing search and filing times. In DocuWare's central document pool, employees can find any document they need – even those from other applications - with one mouse click. Watch productivity grow while  customer service response times shrink. Your company's competitive edge is secured.

An Industry Under Pressure
Transportation, Logistics and Supply Chain Management - it's an industry that's constantly changing under the pressure of new competitors from emerging markets, shifting toll/tariff costs and fluctuating fuel prices. More than ever, success for companies working in this space depends on having the most cost effective, efficient and flexible business processes, in addition to stellar customer service.

Persevering with IT
Only through modern IT can a company make its processes more economically sound and find ways to provide new innovative services.

Document workflow solutions from DocuWare improve a company’s organization: work processes speed up, mistakes and multiple data entries are avoided. Employees in a process chain can use electronic workflow to access all the documents they need. Workflows are easy to set up using the document management program’s stamp feature.

Processes from the Stone Age?
Information bombards us today from every angle – e-mail, contracts, customer requests, invoices, letters… you name it. Business correspondence is increasingly handled in seconds, moving from continent to continent. It seems as if the world is spinning a little faster than it used to. So, why does the modern age give way to the stone age when your employees still waste time gathering information; just to further along a slow, often cumbersome, paper-based process? And at what cost to your company – slower productivity, poorer customer service, your competitive edge?