Central document pool stores all customer files

When storing new documents, all it takes is to enter a customer's name; the system automatically adds further information to the data record, which makes it possible to do detailed document searches based on various criteria at a later date. Users can also find keywords in documents (some of which are very extensive!) using the integrated full-text search. The DMS also helps when creating new documents. For example, if a customer's signature is needed, employees first create the individual document using DocuWare's form function and then, in a second step, forward it directly to a customer by email. The previous process of filling out different Word templates and then printing them out is no longer necessary.
Several workflows are also controlled by DocuWare. For example, when a letter needs to be authorized by their financial managers. In this case, the responsible employees are automatically informed of upcoming tasks, can then open the corresponding documents with a mouse click, and quickly approve them with digital stamps.

Complex queries easily managed

Retrieving information has become much easier thanks to their DMS. Instead of searching for hours in the paper archive as in the past, documents are now retrieved on screen within seconds. In this way, inquiries from external institutions can be answered quickly – for example, when a customer's declaration of consent must be submitted to the tax authorities for verification. Thanks to extensive search features, employees can perform even complex document-based analysis and evaluations in a time-saving manner. For example, full-text searches only filter out those documents from the archive that match a customer profile with specific criteria. At the same time, DocuWare makes it easier to comply with data protection regulations (GDPR). In the past, documents – of the paper, email and digital variety – were stored in different file cabinets or server drives. Today, a central document pool for everything ensures compliance with all regulations with the help of detailed access rights.