Perfect preparation simplifies implementation
After recording and analyzing all business processes, it was decided to set up electronic file cabinets for "Business Processes," "Personnel" and "Management." These were provided with different access authorizations and today form their central document pool. All HR/personnel files that had accumulated in ten master folders by the time DocuWare was introduced were scanned and the original paper documents were eliminated. The same procedure was used for the sales files, which were previously stored in hanging binders with 20-30 sheets per sales transaction: from the offer to the agreement for the test drive, receipts for the trade-in of an old car, to financing documentation and final orders. With a digital search, all transactions and associated documents can now be found in a flash. New documents resulting from sales transactions are stored directly in the central document pool. This is easily done using a virtual printer integrated in the DocuWare Cloud, which can be used from any application. Around 30 different types of documents are recognized and automatically stored , as unalterable originals, as defined by law. If an original on paper is needed, it is forwarded to a stationary printer. Invoices or other documents received by email are simply moved to a directory, where DocuWare retrieves them and automatically indexes them.
All documents available in digital form
Today, the central document pool forms the heart of all business processes at this car dealership. Every change and version of a document is recorded , all original digital documents remain untouched as required by law. Employees can access documents directly in both Mazda's software and DATEV using a DocuWare button. Even when on the road or from a home office, authorized users can view trays, file cabinets and task lists at any time. The management is immediately informed about important mail, no matter where it is located. And with the DocuWare app PaperScan, documents can even be photographed and archived in a high quality while working on the road.
