DocuWare
Case Studies
National Crop Insurance Services
Overview
National Crop Insurance ServicesDocuWare |
Functional Applications - Enterprise Resource Planning Systems (ERP) | |
Agriculture | |
Business Operation | |
System Integration | |
Operational Impact
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. | |
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. | |
Quantitative Benefit
NCIS members write crop-hail insurance, the federally-supported risk management program, and privately developed crop insurance products, totaling more than $11 billion in premiums, with an insured value of nearly $150 billion in 2014. | |
In 2014, 1.2 million policies were sold protecting more than 120 different crops covering 294 million acres, an area larger than Texas and California combined, with an insured value of $110 billion. | |