Digitizing records improves organization and communication
Installing DocuWare allowed Berwick personnel to digitize all invoice processing. Staff can now pull up multiple invoices on the screen, add notes to an invoice, or compare current invoice amounts to those from previous months to ensure correct sums. DocuWare allowed for better transparency in locating invoices and accessing them remotely from other locations. “Our COO can access invoices from his home office in Vancouver,” Jessa says.
Easy software integrations mean less paper usage
Currently, Berwick maintains over 34,000 digitized documents. Integration with their payroll system is planned for the future allowing information from forms to be uploaded directly, saving data entry time and errors. A seamless integration between these two systems is another way that HR processes will be more streamlined.
Company personnel also appreciate that DocuWare helped relieve them of clutter and paper loss. “We no longer have to worry about things like, ‘Oh, I accidentally filed that paper into the shredding box,’” Jessa says. The company shredded about 90 boxes of paper accumulated over a few years.
HR processes go digital
Following the invoicing setup success, the company configured DocuWare to manage many of their HR processes such as job postings, new employee onboarding, managing a change of position, termination or resignation and managing the regular performance review process. This involves 12 forms and 36 workflows, some of which are interlocking workflows that are part of the same process. Managers are notified of expiring documents and important dates within the HR process, alleviating their need to keep track manually. A new form and workflow are currently being built to manage Personal Time Off requests and the associated approvals.
Safe archiving and faster secure file retrieval
Berwick securely stores the master employee records for 627 staff members as well as their associated documents - approximately 2,569 HR related documents in DocuWare file cabinets. “We are growing,” says Jessa, “so the ability to add more documents to DocuWare in the future is important.”