DocuWare Mobile – Third Generation

By Mirco Schoepf • March 14, 2016 The development of mobile apps is a tradition at DocuWare that goes back to 2011 with the release of a first smartphone app that allowed you to view, edit and stamp archived documents. This was followed by PaperScan, DocuWare Mobile II and DocuWare Hub, all apps for mobile document management. Now the third generation of DocuWare Mobile is hitting stores. With this completely retooled app, you can be a part of document-based workflows right on your smartphone. Especially for invoicing workflows, that have tight payment schedules and require quick turnaround, seamless processing is critical: only when bills are released for payment in time, can an early payment discount be claimed. But this app isn’t just great for invoicing workflows – DocuWare Mobile users can participate in all sorts of workflows, no matter the context. Customer experience was a large focus in the redesign and development of DocuWare Mobile. This lead to innovations like a document viewer which is completely guided by gestures for maximum comfort when handling documents. Standard features such as document searches, task lists, and forwarding of documents by e-mail can also be found in the new app. Teamplayer DocuWare Mobile’s major strengths come into play in combination with other apps. This makes DocuWare Mobile and PaperScan an unbeatable duo. Classic example: you scan your travel documents and then pass them directly to a workflow, which in turn initiates the quick refund of your travel expenses. In addition, DocuWare Mobile lets you capture documents from nearly all third-party apps as a PDF or JPG and save them in DocuWare. The connection between the app and DocuWare is a quick matter: just install DocuWare Mobile, start it, scan the QR code in the main menu of Web Client, enter your password…done. Then all your workflows, searches and task lists will appear on a dashboard.   One for all DocuWare Mobile runs as a native application on all iOS, Android and Windows Phone devices.  The functionality on all of them is exactly the same. The interface is also quite consistent in each. This makes sure that the app will be widely accepted – regardless on which device.     To download DocuWare Mobile: AppStore PlayStore Windows Store                    ...

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Is There A Better Way To Manage And Control Company Documents?

Is There A Better Way To Manage And Control Company Documents? By Thomas Schneck • March 10, 2016 In many small businesses, people tend to be very good at their jobs – but fairly poor at keeping track of documents. Without the right processes and workflows in place, efficient document organization, control and management is a struggle. By introducing software that aids in overcoming that struggle, small businesses gain back enough wasted time that it’s like adding another full-time employee to the business. Before focusing on improving the document lifecycle in a small business, it’s important to understand the different terms associated with modern document management. Document Management Vs. Document Control Traditionally, the term document management refers to the storage, search, retrieval, archive and safe deletion of electronic documents. Document management software enables easy conversion of paper to digital documents. The term document control refers to the larger lifecycle of a document: security, version control, review, approval and disposal. With control comes an audit trail that ensures compliant behavior when dealing with documents, as well as the ability to automatically flag documents that have reached their required retention period. Today’s modern document management software combines both facets in a kind of 360-degree digital document management and control that businesses require, regardless of whether they operate in a regulatory environment or not. Document Management Vs. Content Management When tackling document management for the first time, it’s also important to make the distinction between what’s traditionally referred to as document management and content management. Document management usually refers to documents by departments. In the accounting department, this would include POs, proof-of-deliveries and invoices. In a document management system, these files would be scanned, stored and incorporated into interdepartmental workflows directly from the software. Content management refers to all other materials surrounding those documents, which would be customer voicemail, email, pictures of damaged goods from the shipping department and other physical papers related to the entire job or project. External And Internal Document-Handling Process Improvement In a document management system that combines both documents and associated content, businesses are better able to control the entire lifecycle of a document through both external and internal workflows. In terms of external document handling, communication with a client over a sales order becomes much simpler with version control and change-tracking technology. If a client comes back with changes, the salesperson may edit the document. The system automatically logs changes, and the salesperson can revert to a previously edited version if necessary. Without this version control and change-tracking technology, employees are creating another version of the document, storing the old version in a new folder and pointing employees to the new version of the file. In some cases, the naming convention may change and be entirely inconsistent with the one before it, so any employee remains unsure of where the document stands in a state of readiness for the client. This kind of manual work slows businesses down. In terms of internal document handling, collaboration workflows may be set up for each document so that every relevant person in the process knows where the document stands at any time. The ability to create an audit trail increases a company’s ability to stay ISO or SOX compliant, because the digital document management system will ensure that every employee follows the same process every time with the correct checks and balances in place. Prioritizing Demand For Document Management Where does implementing document management have the highest impact on a small business? The answer is in the most popular department in the business, which often turns out to be the accounting and finance department. Nowhere else in the business is so much paper distributed and managed both externally and internally. The next most popular...

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Ways Document Management Enhances Employee Mobility And Efficiency

By Thomas Schneck • March 08, 2016 The unifying theme among today’s mid-sized businesses is flexibility in the face of change. Businesses are optimizing use of office space, giving employees flex time and enabling their workforce to work from anywhere with a wireless connection. These businesses are changing when, where and how they work, and in most cases, they are running more efficiently and competitively than ever before. So, in what ways are businesses going mobile to enhance efficiency without sacrificing security? The Move Toward Digitalization, Centralized Storage And Security Through the creation of digital document storage and workflows, businesses are going mobile, and many of them are using document management software to do it. From salespeople to attorneys to service technicians, employees are able to take business intelligence with them, complete work in the field and report back to the business within a single business day. In the old days, a service technician might walk into a home or business to fix a problem and, unbeknownst to them or the homeowner, accept a bad credit card number as payment for a job. The technician would go back to the office to run the payment only to find a digit is missing or the credit card fails to go through at all. Without access to crucial information, mobile workers were inefficient, and poor customer service was a result. Today, using the paper scan feature of a mobile DMS app, this same service-based company is scanning payment directly to the accounting department before ever leaving a customer’s home. This mobile-connected worker is doing better work in the field and creating better impressions with customers. In another scenario, a salesperson would take an entire client portfolio with them on the road. Sometimes that portfolio is paper-based, and other times those documents are digital files on someone’s laptop. On the upside, the sales force is able to move a deal without having to complete paperwork at the office. On the downside, no one else at the company has access to the information on these files, and worse yet, that employee is free to do whatever he wants with those documents without that company ever knowing about it. Without a centralized document management system as a safe haven for this information, a sales employee who’s just been let go from the company is free to take his laptop and his sales portfolio with him. This kind of decentralized information puts a business at risk. The Role Of Security In Mobile Document Management Businesses make money off of intelligence. If you lose that intelligence in the form of, for example, a proof of delivery, you won’t get paid for the order. In other scenarios, when dealing with sensitive and secure data, losing that information could result in heavy fines or possibly even losing your business. By lessening the chances of information getting lost or stolen, you decrease overall business risk and increase accountability. With a document management system, every document is audited, every view logged, every annotation tracked. A document management system centralizes business intelligence and creates a digital audit trail necessary for protecting proprietary information. Mobile DMS is simply an extension of your document management system, hosted in the cloud or on-premises. The mobile DMS makes centralized business information accessible by mobile workers in the field, and reduces the risk formerly associated with sending employees off with this information in paper-based form. Instead of putting documents in the hands of employees, the software brings employees to the right document for the sake of expedience and security. With mobile DMS, all of your information is obtained through a secure online connection, allowing employees to keep work moving from anywhere. Giving employees anytime, anywhere access...

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How To Secure Client Data And Reduce Compliance Risk

By Thomas Schneck • March 15, 2016  Securing client data and reducing compliance risk are usually top concerns for members of the financial industry – from banks to investment firms to individual finance departments in small, mid-sized and large businesses. These worries multiply when dealing with financial documents in paper form, which are often hard to find, easy to lose track of, expensive to reproduce, time-consuming to distribute and a liability when held onto for too long. This is why those seeking to control financial information and reduce compliance concerns turn to document management software for help. Considering DMS For Your Bank, Investment Firm Or Finance Department The paper generated by finance comprises anything from meeting notes, presentations and research to advisory agreements, portfolio recommendations and asset allocations. The paper received by finance includes anything from account paperwork, client correspondence and newsletters to investment statements, appraisals and tax returns. While it helps to understand what paper documents filter in and out of your business, it’s also important to understand what rules and regulations are attached to each document. This positions your business to handle these documents in a secure and controlled manner. What document management for financial institutions does is automatically apply these rules and regulations to each document and to the workflow the documents are part of. This lessens your required attention on securing client data and reducing compliance risk,and strengthens your ability to provide better, more efficient service to your customers – all while eliminating extraneous paper-based costs and increasing the integrity of your business. The Advantages Of DMS For Financial Institutions With a digital document management system comes the ability to store and retrieve files in a secure electronic repository, which prevents misfiling and streamlines workflows associated with any electronic document. This repository enhances internal and external workflows. Authorized employees are able to access information – whether they’re inside the office or on the road – through a secure, web-based application. Your clients may similarly access their information by providing their own individual login credentials. Employees and clients are easily able to search, view and print documents (by permission) with the ease of a click and within minutes. This kind of document distribution impacts your office’s bottom line, enhances your relationships with customers and increases your ability to comply with compliance standards in your industry. How DMS Reinforces General Compliance Guidelines Document management software usually means better compliance control for a variety of reasons: Quickly retrieving documents and associated files on demand Establishing an audit trail with original write and edit dates Ensuring accuracy, reliability and integrity of all documents in the document management system Preventing undetected and unauthorized creation or edits of client and company information Easy cross-referencing of financial documents with other company documents Overall, document management technology helps your firm stay in compliance with the laws, rules and regulations of your compliance standards. It also ensures proper supervision and surveillance of all documents stored within the system. The benefits of document management software for financial institutions are two-fold: First, you better align business processes and behavior to protect and control client data, and second, you leverage the technology to demonstrate compliant...

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ECM: Your Secret Weapon For Sensitive Document Control

By Thomas Schneck • February 17, 2016 On a daily basis, your business creates and handles hundreds of documents. These documents detail processes, convey product specifications and provide instruction to other employees as well as customers. Numerous documents – regardless of their context – flow into and out of your organization every day with one thing remaining constant: Various people inside and outside your organization need access to them. How do you control what is done with these documents? An inconsistent and undisciplined approach to managing sensitive documents and protecting confidential information could put your business at risk. What NOT To Do When Approaching Enterprise Content Management At the start of any software project, do not let the technology determine policies in your organization. In terms of ECM technology, be sure that the method of sensitive document control makes the most sense for your business. Establish document control principles and practices in advance of implementing an ECM system. Processes and policies inform the development, distribution, approval, editing, storage, security and destruction of documents in your organization. The technology should be an added layer to these processes once they have been established throughout your business. Where To Start With Sensitive Document Control Policies So, how do you start creating practices and processes around how your business creates, manages and maintains documents? To help you get started, below are a set of questions to ask about your documents and how your organization handles them: How do employees create new documents? Who authorizes or establishes that need? How are new documents maintained once they are drafted? Who needs access to these documents, and where are they located in the business? What standard document types are currently floating around your business? How do you limit the amount of document versions or duplicates? How do you know which version is the canonical document? Are documents always dated with approval, review and revision dates? What evidence is available for document approval? How do you know what changes were made to a document? How do you restrict the use of documents – from access to copying to printing to emailing? Where ECM Enters The Document Lifecycle After you establish the policies and practices to manage the documents flowing through your business, it’s worth taking a look at some ECM features that increase your level of document control: Access Rights: Establishing levels of permissions for specific groups of users makes it more difficult for authorized people to access documents. Audit Trails And Reporting: Document transparency is critical for control. Who has accessed which document at which time? In terms of compliance, being able to quickly produce a report that lists all users who have accessed the document and what changes they made is extremely powerful. Archiving And Purging: Instead of worrying about when to dispose of documents, establish document retention rules at the outset and alleviate your organization from the risk of holding onto expired documents for too long. Disaster Recovery: Creating backups of documents enhances security and storage by ensuring that your organization’s information is off-site and secure. Digital Signature: Provides forgery-proof, two-factor identification that also ensure no changes have been made to a document after it has been electronically signed. Avoiding Out-Of-Control Document Risks Document control is important in any line of business. Whether you’re concerned with protecting confidential information or establishing better regulatory compliance procedures, you need extensive document controls. At the end of the day, this is all about formulating better business processes to create a healthier, more profitable organization. If ECM is the right tool to keep documents safe and secure, learn how to reduce total cost of ownership by downloading our...

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Handy Business-App for All Smartphones

By Mary Williams • February 17, 2016  Mobility has been top priority at DocuWare for many years. At CeBIT 2011, the ECM developer launched DocuWare Mobile for Apple iPhones, which was the first mobile solution on the market; apps for Android and Windows phones quickly followed. Since 2014, DocuWare’s PaperScan app has been turning smartphones into powerful mobile scanners. With PaperOrganizer, the app added two years ago, users are storing all types of documents in a smart, well-organized manner right in their online file cabinet. With DocuWare Mobile, the third generation of their mobile app, working remotely is now even easier and more comfortable. Click here for the press...

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