During DMS implementation by the DocuWare Partner, the processes defined in the Quality Management Manual were digitally mapped, tested and optimized in the system, while existing documents were imported into DocuWare. Today, the mid-sized company uses a total of four main electronic file cabinets for projects, administration, personnel, along with fleet, machinery and occupational safety. Paper documents are digitized using eleven desktop scanners at different workstations. In addition, a standard interface provides integration into an industry solution specially developed for the trade.
Completely digital project folders
In parallel to the introduction, the company defined digitization guidelines for all operating areas. The spectrum ranges from accounting - where around 4,000 incoming invoices per year are checked and booked via Intelligent Indexing - to the personnel department, which now only works with digital employee files. Completely digital project folders in the company is also key. DocuWare assigns a unique project number during the registration of a prospective customer inquiry, enabling secure document access , even via tablets and directly from a construction site. Individual processing steps are supported by automatic workflows, notification emails and digital stamps. Klemens Ott also takes advantage of the ability to create custom web forms. They form the cover sheets of all digital project folders and provide information at a glance about contact data, contract conditions or important milestones. Similarly, web forms are used in internal employee communication, for example when it comes to vacation requests, ordering uniforms, or suggestions for improvement.
Better for the environment
By implementing several digital workflows, the original objectives of greater efficiency, transparency and service orientation have been significantly exceeded. By largely doing without paper, Klemens Ott is also helping the environment. And there is no shortage of other innovative ideas for expanding digital document management. This includes the implementation of completely digital application management as well as the integration of the time recording solution REAL TIME in order to store daily construction records directly in digital form.
