DocuWare Case Studies State Tourist Office– Bad Brückenau Spa

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	State Tourist Office– Bad Brückenau Spa DocuWare

State Tourist Office– Bad Brückenau Spa

DocuWare

Technology Category	Functional Applications - Enterprise Resource Planning Systems (ERP) Infrastructure as a Service (IaaS)
Applicable Functions	Business Operation Human Resources
Use Cases	Inventory Management Supply Chain Visibility
Services	System Integration
Challenge	The State Tourist Office of Bad Brückenau Spa, a business owned by the state of Bavaria, was dealing with a large volume of documents every month, amounting to about 5,000 documents. These documents, which included contracts, regulation compliance forms, invoices, and documents for managing events and guest facilities, were all read, processed, and stored. Many had to be completed chronologically as part of a workflow, and several departments needed to have access to the documents. The records were all collected and placed in binders for retrieval near various workstations, before they were ultimately relegated to the Royal Kitchen in the Main Hall’s cellar. Long search times for older documents were especially tedious. New legal retention requirements meant that their paper archive was quickly at capacity and it wasn’t possible to add on. Read More
About Customer	The Bad Brückenau Spa is a business owned and operated by the state of Bavaria. The State Tourist Office is in charge of running the show, including core tasks like the spa’s events and managing its properties. The spa is a very real business that has been attracting guests to its healing springs and bath landscape for over 250 years. Known both as a top medical center, as well as a modern vacation destination, it is well-positioned for success in today’s market. The Tourist Office’s tasks include the operation and maintenance of the spas and events offered with other private operators. They also track a special spa tax that is charged for each of the 240,000 overnight stays per year along with fees paid by day-guests. And last but not least, they manage the real estate properties which contain numerous historical treasures that belong to the free state of Bavaria. Read More
Solution	The Tourist Office decided to implement a Document Management System (DMS) to keep up with the times. They chose DocuWare due to its best price performance ratio. Since October 2012, DocuWare has been in use at Bavarian State Spa at Bad Brückenau. The Spa’s Director, her second in command, as well as 15 employees from various departments are actively using the system. To best accommodate the software, their server was expanded by 600 Gigabyte and a second monitor was added to the workstations of individual employees. With the help of DocuWare Printer, the applications they had been using previously were all seamlessly integrated with the archive. Documents generated by the other applications are stored right into DocuWare via print functionality. Even various email, which employees write or receive, are centrally stored according to special rules. Incoming paper documents are labeled with a barcode, scanned and immediately stored in the document pool. Read More Log in to view content
Contents

Technology Category

Functional Applications - Enterprise Resource Planning Systems (ERP)

Infrastructure as a Service (IaaS)

Applicable Functions

Business Operation

Human Resources

Use Cases

Inventory Management

Supply Chain Visibility

Services

System Integration

Challenge

The State Tourist Office of Bad Brückenau Spa, a business owned by the state of Bavaria, was dealing with a large volume of documents every month, amounting to about 5,000 documents. These documents, which included contracts, regulation compliance forms, invoices, and documents for managing events and guest facilities, were all read, processed, and stored. Many had to be completed chronologically as part of a workflow, and several departments needed to have access to the documents. The records were all collected and placed in binders for retrieval near various workstations, before they were ultimately relegated to the Royal Kitchen in the Main Hall’s cellar. Long search times for older documents were especially tedious. New legal retention requirements meant that their paper archive was quickly at capacity and it wasn’t possible to add on.

About Customer

The Bad Brückenau Spa is a business owned and operated by the state of Bavaria. The State Tourist Office is in charge of running the show, including core tasks like the spa’s events and managing its properties. The spa is a very real business that has been attracting guests to its healing springs and bath landscape for over 250 years. Known both as a top medical center, as well as a modern vacation destination, it is well-positioned for success in today’s market. The Tourist Office’s tasks include the operation and maintenance of the spas and events offered with other private operators. They also track a special spa tax that is charged for each of the 240,000 overnight stays per year along with fees paid by day-guests. And last but not least, they manage the real estate properties which contain numerous historical treasures that belong to the free state of Bavaria.

Solution

The Tourist Office decided to implement a Document Management System (DMS) to keep up with the times. They chose DocuWare due to its best price performance ratio. Since October 2012, DocuWare has been in use at Bavarian State Spa at Bad Brückenau. The Spa’s Director, her second in command, as well as 15 employees from various departments are actively using the system. To best accommodate the software, their server was expanded by 600 Gigabyte and a second monitor was added to the workstations of individual employees. With the help of DocuWare Printer, the applications they had been using previously were all seamlessly integrated with the archive. Documents generated by the other applications are stored right into DocuWare via print functionality. Even various email, which employees write or receive, are centrally stored according to special rules. Incoming paper documents are labeled with a barcode, scanned and immediately stored in the document pool.

Impact #1	The benefits of the system were quickly enjoyed in the daily work of the Bad Brückenau Spa. The biggest bonus of their DMS project was that multiple employees could tap into important documents at the same time and without long search times.
Impact #2	Important processes are flowing more quickly and are noticeably improved.
Impact #3	Invoices move at a rapid clip for payment and booking.

Impact #1

The benefits of the system were quickly enjoyed in the daily work of the Bad Brückenau Spa. The biggest bonus of their DMS project was that multiple employees could tap into important documents at the same time and without long search times.

Impact #2

Important processes are flowing more quickly and are noticeably improved.

Impact #3

Invoices move at a rapid clip for payment and booking.

Benefit #1	Significant savings in printing and paper
Benefit #2	Central document pool

Benefit #1

Significant savings in printing and paper

Benefit #2

Central document pool

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Overview

State Tourist Office– Bad Brückenau Spa

Operational Impact

Quantitative Benefit