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Agrar-Markt Deppe, a leading agricultural machinery dealer in Central Germany, was facing challenges with their document management. The company was dealing with 1,800 incoming A/P invoices and 3,000 outgoing A/R invoices per month, which was extremely cumbersome and time-consuming. The documents were filed at various locations, leading to repeated retrieval, copying, and sending between offices. The company needed a solution to guarantee tamper-free archiving and to standardize their work processes across all locations.

Federation of Organizations, a multi-service, community-based social wellness agency, had been using the DocuWare on-premises solution for almost 10 years, but utilized only basic capabilities. IT Director Michael Serrano wanted to review and further leverage the DocuWare solution. As a result, he learned about the increased functionality that would be gained by migrating to DocuWare Cloud. He educated the department heads and staff about how the cloud worked. The challenge was to break down the misconception that if software is not on-premises it’s not secure. Once he explained how information is encrypted and transmitted, everyone jumped on board. The migration to the cloud solution went live in early April 2020, at a time when staffers were adapting to working from home due to COVID-19.

Peterbilt of Wyoming, a heavy-duty truck and trailer dealership, was struggling with the manual processing of thousands of documents related to truck sales, repairs, service orders, and warranties. The company, which services 5,000 customers from five locations, was constantly mailing and FedExing documents between different locations, leading to high postage costs. The manual process also resulted in delays in retrieving truck specifications for repeat orders, as sales clerks had to wait for two to three days for the original paper document to be found and then FedExed. The company was also facing challenges in efficiently disseminating information, such as customer invoices and recall notices.

The Town Clerk’s Office of the Town of Windham, with its 300 employees, was responsible for storing and maintaining all records for the town’s departments. This included processing and storing documents for its 16,000 residents, such as motor vehicle and boat registration, hunting and fishing licenses, census upkeep, and marriage, birth, and death certificates. The office also maintained election and voter records, board meeting minutes, and historical documents, adhering strictly to the state’s regulations on proper retention of records. The records were stored in physical form, in labeled cardboard boxes stacked on metal shelves inside a vault room. The staff manually filed and searched for records, spending 7 to 10 days a month on organizing papers.

AquaPhoenix Scientific, a leading test kit and reagent manufacturer, generates most of its business through custom orders. Each test kit has different labeling specifications and quality control documentation. The company moved to electronic document management to improve customer service and easily access documents pertaining to any order. They ship hundreds of orders a day and store between 3 and 50 pages of documentation for each order. The challenge was to streamline the process of order receipt, production, quality control, and invoicing while maintaining strict quality control processes.

Before the introduction of DocuWare, Mayfair Insurance was burdened with mountains of paper files. A folder was created for each policyholder, containing policy, customer documents, records about insured objects and benefits, and numerous documents relating to claims settlement like assessors’ reports. Over the years, thousands of documents had accumulated. Security concerns were also a crucial consideration for their digital transformation. The company recognized the risk of restricted access to paper documents in case of emergencies like water or fire damage. Therefore, the management decided to introduce a digital Document Management System (DMS) immediately.

Almoayyed International Group, a leading family-owned business group in Bahrain, was facing challenges with its document management system. With over 30 business units and 1,700 employees, the company had a complex structure where each business unit had its own paper-based filing system. This led to redundant document storage, with outgoing invoices often printed multiple times. Searching for documents also became a tedious task, as employees had to search in the remote archives of other organizations with different filing approaches. The company was in need of a digital Document Management System (DMS) to streamline its operations.

10 Fitness, a small health and wellness gym with 13 locations, was facing a pressing need to streamline customer communications. With over 57,000 members, the company was receiving numerous requests for membership modifications and personal updates. As the company grew, so did the need for a more efficient documentation process for its customers. The company had initially installed DocuWare to process internal employee documents for the Human Resources Department. After successfully digitizing over 1,500 scanned documents, the company began looking for other areas to innovate with DocuWare. The next target was membership communications. Previously, when a customer needed changes to their membership, they had to physically appear at their gym to enter a request. This process was cumbersome, inefficient, and difficult to track.

Contract Vehicles Limited (CVL), a leading British service provider in fleet management, experienced a significant increase in the number of incoming A/P invoices and operational documents due to business growth. The volume of paperwork tripled to around 100,000 within a few years, and the company struggled to manage the influx, even with additional staff. The company realized that a document management system was essential to maintain its performance and quality standards. The system needed to merge various document types and formats, enable fast searching and processing, allow rights-based internet access, and meet all legal requirements with high security.

CCP GmbH, a German company specializing in employee leasing, personnel placement, and consulting, faced challenges with its paper-based document management system. The company had to deal with tons of paper documents, including activity reports and accounts for temporary employment agencies, which were inconsistently filed and stored in files and cabinets. Due to the legal retention period of ten years, additional storage rooms had to be rented. The company aimed to set up a common accounting center for all branches, which required a transition to a digital document management system. The goal was to eliminate the need for branches to send out documents by post, but instead, scan them on-site and archive them in a central document pool.

Klemens Ott, a roofing company founded in 1960, was facing challenges with their existing document management process. The company's documentation requirements had increased significantly, and the software they were using to digitize their documents was reaching its limits. They needed an innovative document management system (DMS) that would not only guarantee future security with its high functionality and scalability, but would also be highly accepted by both the administration and the roofers working on construction sites. The company was looking for a solution that could easily integrate into their existing IT infrastructure and offer a high degree of adaptability.

Jura, a Swiss company specializing in high-quality, fully automatic coffee machines, has a significant presence in the United Kingdom with over 38,000 customers. The company supports around 5,000 machines in the UK annually, generating a massive volume of documents. Every week, approximately 600 service documents, often several pages long, are archived. The 40 employees of the UK office need to access these documents regularly in their daily work. However, before the deployment of DocuWare, documents were scattered across various points in the company, partly in paper folders, partly in electronic folder structures on the server. This led to difficulties in locating important documents, and sometimes some documents simply couldn’t be found, prompting the company to seek a solution.

Johanniter Emergency Relief, a major charitable organization in Germany, needed a secure and efficient way to store HR documents for over 20,000 full-time employees and 36,000 volunteers across all locations in Germany. The organization also needed to store all invoice documents in a tamper-proof and digital format. The challenge was to provide central filing of sensitive documents and uncomplicated but protected access. The organization also wanted to speed up the invoice approval process, which was slow due to the geographical spread of the organization's offices.

Konrad GmbH, a motor vehicle specialist store operating in greater Munich, faced the challenge of meeting rigorous legal requirements for retention periods and unaltered commercial documents. The company, which operates in a highly innovative industry, needed to be ready to face new trends and challenges every day. This applied not only to the range of spare parts and services offered to customers, but also to the organization and administration of the company. The main purpose of investing in a Document Management System (DMS) was to ensure that the company could meet these legal requirements.

Leverdy, one of the 5 largest newspaper and magazine wholesalers in Germany, was dealing with a massive volume of documents. The company had to manage the daily delivery of up to 300,000 copies of a total of 5,600 magazine titles, which resulted in a huge number of delivery slips – basically ten million pages of paper per year. In addition, around 4,600 retail invoices were sent weekly to the magazine dealers by post, email or fax, about 1,000 pages of subsequent delivery slips and 4,000 to 5,000 pages of collective invoices for chain stores that have several branches. The distribution managed on Sundays (which is handled separately in the company) as well as transport invoices and returns of unsold magazines, produced even more documents that had to be stored. In total, around 15 million documents circulated at leverdy, with much of it produced by their Phoenix merchandise management system every year. The wholesaler had to retain all documents for tax purposes for ten years and their customer service department also needed access to various documents, again and again.

AVANCE, a non-profit organization operating about 30 early childhood education facilities, was facing challenges with its purchasing and funds tracking processes. The organization relied on paper purchase orders, which made the approval and acquisition process slow and cumbersome. The paper-based system also made it difficult to track and match ongoing purchase orders with the corresponding grants in real time. This was a significant issue as AVANCE relies on a variety of head start grants to purchase childcare supplies and other necessities. The lack of real-time data meant that the organization did not have an accurate and up-to-date idea of what was left in the grants to spend.

B&M Retail, a rapidly expanding retail chain in the UK, was struggling with outdated and inefficient HR processes. The company's growth was outpacing its ability to manage HR tasks, particularly in the area of onboarding new employees. Previously, new hires had to fill out and sign various paper documents at each branch, which were then sent to the head office for manual data entry into the personnel and accounting system. This process was time-consuming and delayed the start date for new employees. The HR team was also seeking a solution that would comply with the latest legal regulations and handle approval processes dynamically.

BAE Management, a real estate development and construction company based in Germany, was founded in 2017 with the goal of minimizing paper usage and streamlining document management. They sought a solution that would allow them to store all types of documents, from invoices to contracts, in a structured and easily accessible manner. The company also wanted to avoid the hassle of backing up its own data, hence the preference for a cloud-based solution. The challenge was to find a system that could be easily integrated into their operations, provide automatic indexing for quick filing, and support various workflows to enhance administrative efficiency.

Buffalo Rock, a family-owned business founded in 1901, produces and bottles a variety of soft drinks, selling to approximately 19,000 customers in three different states. With 14 divisions and over 2,150 employees, the company also purchases items from 5,000 suppliers. This massive operation requires a large volume of document processing and record keeping, which prompted Buffalo Rock to start digitizing as early as 1999. However, certain key tasks in the Document Imaging and the Accounts Payable Departments remained manual. The company used to print all their emails and then scan them to input them into their previous system. The Accounts Payable department had to re-key everything the Document Imaging department had already keyed in. As the volume of documents grew, so did the manual processing, affecting productivity and causing delays.

BMK Group, a leading manufacturer of surface coatings and impregnations, was facing challenges with its accounting system. The company's bookkeeping was initially outsourced to an external tax consultancy. However, after acquiring a company with its own accounting department, they began doing the accounting work for the entire group. This globally operating department often struggled with incoming A/P invoices, since they were received at various locations and ended up in the accounting department in different ways. Some were scanned and sent by email, others were taken along by employees on their business trips between locations, and many were sent by mail. As a result, documents were often lost or received late, so that they rarely could benefit from early payment discounts.

Pharmigon, a manufacturer of patient-specific and highly specialized preparations for the targeted treatment of tumors, operates in state-of-the-art clean room laboratories. The company is required to adhere to Good Manufacturing Practice (GMP), which necessitates meticulous document processing and archiving. All documentation, including work instructions, forms, and plans, must be version-controlled and subject to a defined life cycle. Additionally, records must be created, archived for a specified period, and protected against tampering or manipulation. The company had been relying on digital document management for several years, but needed a solution that could seamlessly integrate with their existing pharmacy management system.

Airnautic, a company operating at airports in Basel, Geneva, and Zurich, along with another Basel office for administration and accounting, was struggling with an ever-increasing flood of documents created while handling orders and invoices. The company wanted to make its processes less paper-dependent and more efficient. The challenge was to set up an electronic file cabinet for the massive volume of documents, which included transport documents, loading lists, export declarations for customs, and all outgoing and incoming invoices. The company even had to rent extra office space in the past to store this considerable volume of documents.

EMOD Motors, a leading manufacturer of electric motors, was facing challenges with its document management. The company had to process over a thousand new documents daily, leading to stacks of paper. Documents had to be printed out from the ERP system and then transported between various departments. When specifications changed, it often took a long time to locate the document in question. If a document was filed incorrectly, it was difficult to track down. The company wanted to introduce a Document Management System (DMS) to reduce filing and search times, achieve more transparency in their processes, and ensure quick access to information for all departments.

Stanglmeier, a travel company based in Germany, was struggling with a flood of paperwork in its administration. With up to 200 incoming A/P invoices a day, the time and effort required for invoice verification was enormous. Invoices that had already been sent electronically by email from suppliers first had to be printed out and – like the invoices sent by mail – checked by employees at the individual locations before they were sent to the headquarters in Mainburg, then they were approved by management before being posted, paid, and archived by the accounting department. The search process was just as time-consuming when a particular invoice was needed at one of their many locations.

WSM Personal, a HR services provider, has a clear goal of lean and digital administrative processes. The company recruits its staff from abroad and applicants want to have a signed employment contract in their hands before they leave for their respective countries. This necessitates a digital signature process. Initially, WSM Personal managed all documents digitally in its own homegrown file system. However, the need to access the documents quickly from anywhere prompted the company to look for a more robust, cloud-based document management system.

Advantage Credit, Inc. (ACI) was facing a high employee turnover rate due to its paper-heavy work processes that did not allow for remote work flexibility. As the workforce matured, the company's president, Don Unger, realized that offering remote work could help retain the highly skilled workforce. However, the transition from paper to digital files was a challenge due to the large amount of paper files and records that each employee needed to access. The company needed a secure document management solution that could digitize paper documents, securely archive them, and offer fast retrieval, collaboration, editing, and other actions from anywhere and at any time.

ILB Group, a Belgium-based logistics company, was struggling with the management of over 1,000 supplier invoices every month. The company received documents in various formats, including paper, PDF downloads via supplier portals, and by email. Anything not physically available was printed out, checked against internal order data, and finally approved. This process often led to overlaps in the printing process, resulting in confusion over which invoices already existed on paper. This led to plenty of duplicates and double processing. Some invoices were overlooked or lost, leading to unpleasant inquiries from suppliers or reminders for payment. The company’s managing director decided it was time to start looking for a digital document processing solution. An ERP-independent solution was crucial, since their individual national companies use different IT systems.

The Town of Oakfield, established in 1842, was manually filing and retrieving its official documents and records. This method required additional physical space, with a price quote to add a records retention room being $300,000. The record-keeping personnel relied on their senior council members to guide them as to what day/month/year certain documents may be filed by. This system, based on human memory, was tedious and antiquated, and needed to be replaced by a modern digital one.

Before the introduction of the Document Management System (DMS), Rotonda Group was heavily reliant on paper-based processes and manual work. The company receives over 120,000 delivery bills annually, all of which were collected and sent to the headquarters once a month by courier. This led to considerable additional work and often resulted in delays and inconsistencies in invoice approval and storage. The administrative staff had to process a large number of documents at once, which was inefficient and time-consuming. As part of their digital transformation, Rotonda decided to implement a DMS to streamline these processes.

Ahembo, a beverage company based in the Canary Islands, was struggling with the management of over 300,000 invoices received annually. The company was receiving these invoices in various formats and at different locations, leading to significant delays in processing. Paper documents were often lost, electronic invoices overlooked, and some documents were duplicated, leading to inconsistencies in posting and payment. The company decided to implement an electronic solution to streamline the process and improve efficiency.