DMS reduces processing times to a few hours

Since time is a hot commodity during rapid expansion, a simple but efficient workflow was initially set up: Registration documents filled out by new employees were scanned in the individual stores, transferred to DocuWare file cabinets and then processed electronically by the head office. Even this initial solution enabled the company to hire new staff within a few hours instead of waiting up to several weeks for paper documents from the HR department as was previously the case. Subsequently, the processes were further digitized, step by step. The DocuWare team continually consulted with managers and users, helping to fine-tune the technological framework for digitizing onboarding and meet the customer’s needs. Today, for example, individual stores use web forms for registration, which are filled out and signed on a tablet by the newcomers. Transfer to the DMS is therefore no longer necessary, because the documents are immediately archived in the document pool after being filled out with all the important index fields. DocuWare then informs the HR department at headquarters in real time about the availability of new personnel files – employees are now instantly set up in the system.

Hundreds of new hires per week? No problem!

Digitizing their onboarding process brought the company a number of benefits. With digital workflows, nothing stands in the way of the retail chain's strong growth. When larger stores are opened, several hundred new employees can now be easily hired within a week. DocuWare guarantees productive and agile workflows even at peak times. Since files are only exchanged electronically, the personnel team can now concentrate fully on processing requests. The DMS also securely logs all processes and documents in the digital file cabinet, so employees, working from anywhere, can transparently track the status of their own personnel file and documents.

The company is already planning to expand the use of DocuWare to include other processes, such as purchasing, approval of incoming A/P invoices and logistics, in order to take advantage of the full potential of DocuWare.