DocuWare Case Studies United Family Services Transforms Operations with DocuWare

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	United Family Services Transforms Operations with DocuWare DocuWare

United Family Services Transforms Operations with DocuWare

DocuWare

Technology Category	Infrastructure as a Service (IaaS) - Cloud Computing
Applicable Industries	Education
Applicable Functions	Human Resources
Services	Cloud Planning, Design & Implementation Services
Challenge	United Family Services (UFS), a nonprofit organization in Arkansas, was struggling with a paper-driven system for managing their services. The process of file management and sharing was slow and cumbersome, especially when a client moved and the paper files had to be manually transferred to the new office location. UFS wanted to implement an electronic database that would allow documents to be securely accessed and shared digitally. The main driving factors for this change were cost and ease of use. Read More
About Customer	United Family Services (UFS) is a nonprofit organization that was established in Arkansas in 1991. The organization has a staff of 50 and offers a range of services to community members. These services include casework, aftercare services, house arrest, education, therapy, mental health, emergency shelter, and residential treatment. Prior to going digital, UFS was entirely paper-driven, which made file management and sharing slow and cumbersome. Read More
Solution	UFS selected DocuWare, a cloud-based solution, to address their challenges. The solution was implemented quickly and improved information security while offering quick access to documents. This allowed caseworkers to spend less time on administration and more time with their clients. Document retention was automated, which improved productivity. UFS also revised and digitized documents and forms such as the intake form, which streamlined data entry and eliminated document duplication. HR forms were converted from word documents to online forms that were automatically indexed and stored when a new employee hit “submit”. Read More Log in to view content
Contents

Technology Category

Infrastructure as a Service (IaaS) - Cloud Computing

Applicable Industries

Education

Applicable Functions

Human Resources

Services

Cloud Planning, Design & Implementation Services

Challenge

United Family Services (UFS), a nonprofit organization in Arkansas, was struggling with a paper-driven system for managing their services. The process of file management and sharing was slow and cumbersome, especially when a client moved and the paper files had to be manually transferred to the new office location. UFS wanted to implement an electronic database that would allow documents to be securely accessed and shared digitally. The main driving factors for this change were cost and ease of use.

About Customer

United Family Services (UFS) is a nonprofit organization that was established in Arkansas in 1991. The organization has a staff of 50 and offers a range of services to community members. These services include casework, aftercare services, house arrest, education, therapy, mental health, emergency shelter, and residential treatment. Prior to going digital, UFS was entirely paper-driven, which made file management and sharing slow and cumbersome.

Solution

UFS selected DocuWare, a cloud-based solution, to address their challenges. The solution was implemented quickly and improved information security while offering quick access to documents. This allowed caseworkers to spend less time on administration and more time with their clients. Document retention was automated, which improved productivity. UFS also revised and digitized documents and forms such as the intake form, which streamlined data entry and eliminated document duplication. HR forms were converted from word documents to online forms that were automatically indexed and stored when a new employee hit “submit”.

Impact #1	The implementation of DocuWare led to a significant reduction in time-intensive paper processes, which in turn reduced stress levels among UFS employees. This allowed them to dedicate more time to quality interactions with their clients, improving their work-life balance and overall job satisfaction.
Impact #2	Approximately 10 employees, who previously worked as “gatekeepers” responsible for checking files in and out, were reassigned to other tasks.
Impact #3	UFS was able to creatively repurpose filing spaces into an on-site closet for clients.

Impact #1

The implementation of DocuWare led to a significant reduction in time-intensive paper processes, which in turn reduced stress levels among UFS employees. This allowed them to dedicate more time to quality interactions with their clients, improving their work-life balance and overall job satisfaction.

Impact #2

Approximately 10 employees, who previously worked as “gatekeepers” responsible for checking files in and out, were reassigned to other tasks.

Impact #3

UFS was able to creatively repurpose filing spaces into an on-site closet for clients.

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Overview

United Family Services Transforms Operations with DocuWare

Operational Impact