Highly efficient and going deep
DocuWare Cloud was then suggested by a DocuWare Partner with experience in the construction industry. The DMS has now been in productive use since May 2015. During the first five months, around 4,000 multi-page documents were already stored in the digital archive, including around 1,500 older documents from 2013 and 2014, which - as far as they were available in paper form - were collectively scanned and indexed in a structured manner. The civil engineering office has powerful multifunctional equipment at its disposal for digitization. The document stock mainly consists of electronic or paper documents sent by postal mail, which are fed into the system by all participants. More than 100 new documents are filed each week according to jointly developed, clearly defined indexing criteria. For the digitization of large-format blueprints, project and construction plans, the parties involved can fall back on the services of the Copier Department of the Civil Engineering Office, which has the appropriate special scanners.
Growing acceptance despite initial skepticism
The DMS has become an indispensable information platform for the 30 or so employees in construction supervision, site management and the civil engineering office who actively use the cloud solution. The cloud archive is also used extensively during regular project meetings with all parties involved, including external companies, directly on site at their construction offices , when past meeting minutes, correspondence and project plans need to be quickly accessed. Despite initial skepticism, acceptance of the solution has consistently increased among some participants in these cloud-based project rooms.
The use of DocuWare Cloud completely avoids costly and time-consuming interventions in existing IT infrastructures. In addition, the cloud-based solution offers precise cost control and a high degree of flexibility thanks to its integration capability. After the positive experiences and in view of the increasing complexity of large construction projects, those responsible are confident that the solution will be expanded in the future.
