DocuWare Case Studies Optimizing Processes in a Startup

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	Optimizing Processes in a Startup DocuWare

Optimizing Processes in a Startup

DocuWare

Technology Category	Application Infrastructure & Middleware - Data Exchange & Integration
Applicable Industries	Professional Service
Applicable Functions	Human Resources
Use Cases	Asset Lifecycle Management
Services	System Integration
Challenge	JTE Recruit, a recruitment agency startup, was struggling with the management of hundreds of documents daily, including emails, client contracts, and candidate documents. The recruiters stored all these documents on their own laptops, making it difficult to capture much of this information within a central organizational structure. Searching for information was particularly problematic with this form of decentralized storage. As the company grew, it became increasingly untenable to work in this way and both their employees and customer service would suffer for it. Read More
About Customer	JTE Recruit Pte Ltd is a recruitment agency startup based in Singapore. Launched in 2014, the startup now has 14 recruiters who help find staff for all types of industries, put together temporary contracts, and process payroll for the company’s clients. Over 200 placements are managed per month, from simple administrative staff up to high salary management posts. The company processes several hundred documents daily, including hundreds of emails, client contracts, and candidate documents such as resume/CVs, transcripts, letters of recommendation, certificates, etc. Read More
Solution	JTE Recruit implemented a professional document management system (DMS) from DocuWare. The system provides central storage and gives multiple employees different levels of access to documents. Nearly all of their existing paper archive has been digitalized and the digital folder structures from individual workstations have been migrated into their central electronic document pool. Application documents, contracts or even email are simply dragged into the appropriate electronic file cabinet and indexed with a few mouse clicks. The company built a complete database that houses every candidate’s documents. The right profiles can be accessed in seconds using finely detailed index terms. Read More Log in to view content
Contents

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Applicable Industries

Professional Service

Applicable Functions

Human Resources

Use Cases

Asset Lifecycle Management

Services

System Integration

Challenge

JTE Recruit, a recruitment agency startup, was struggling with the management of hundreds of documents daily, including emails, client contracts, and candidate documents. The recruiters stored all these documents on their own laptops, making it difficult to capture much of this information within a central organizational structure. Searching for information was particularly problematic with this form of decentralized storage. As the company grew, it became increasingly untenable to work in this way and both their employees and customer service would suffer for it.

About Customer

JTE Recruit Pte Ltd is a recruitment agency startup based in Singapore. Launched in 2014, the startup now has 14 recruiters who help find staff for all types of industries, put together temporary contracts, and process payroll for the company’s clients. Over 200 placements are managed per month, from simple administrative staff up to high salary management posts. The company processes several hundred documents daily, including hundreds of emails, client contracts, and candidate documents such as resume/CVs, transcripts, letters of recommendation, certificates, etc.

Solution

JTE Recruit implemented a professional document management system (DMS) from DocuWare. The system provides central storage and gives multiple employees different levels of access to documents. Nearly all of their existing paper archive has been digitalized and the digital folder structures from individual workstations have been migrated into their central electronic document pool. Application documents, contracts or even email are simply dragged into the appropriate electronic file cabinet and indexed with a few mouse clicks. The company built a complete database that houses every candidate’s documents. The right profiles can be accessed in seconds using finely detailed index terms.

Impact #1	Quick and easy availability of documents has increased employee satisfaction.
Impact #2	Customer inquiries are now answered significantly faster thanks to their central document pool.
Impact #3	Built-in document versioning prevents their recruiters from using incorrect or old information.

Impact #1

Quick and easy availability of documents has increased employee satisfaction.

Impact #2

Customer inquiries are now answered significantly faster thanks to their central document pool.

Impact #3

Built-in document versioning prevents their recruiters from using incorrect or old information.

Benefit #1	Placement speed increased by 50 percent.

Benefit #1

Placement speed increased by 50 percent.

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Overview

Optimizing Processes in a Startup

Operational Impact

Quantitative Benefit