DocuWare Launches New Business Solution for Vaccine & Testing Records Management

~DocuWare’s new solution digitizes the management of vaccination and testing records~

New Windsor NY, December 9, 2021 – In response to demand from its Partners and customers, DocuWare, provider of cloud solutions for document management and workflow automation, releases a timely new cloud-based* Preconfigured Solution called DocuWare for Vaccination & Testing Management.

DocuWare for Vaccination & Testing Management is a business solution built to assist HR professionals automate the collection and secure archiving of information pertaining to employee health and safety.

At a time when employers are considering how to manage vaccination and weekly testing records, the time-saving business value this free add-on solution** brings is how it streamlines and monitors the entire process, allowing for more efficient reporting. The easy-to-use web forms allow employees to upload proof of vaccination, testing or other documents, quickly and securely. Sensitive employee information is protected with restricted access rights and data encryption.

The solution allows HR professionals to:

• Quickly verify employee vaccination status
• Manage weekly testing requirements
• Automate email reminders and notifications when testing is due
• Maintain an accurate and secure record of vaccine exemptions
• Securely access complete reporting

Customers already using any other DocuWare Preconfigured Solution can easily add this to their current portfolio by contacting DocuWare or their local DocuWare Partner. It can also be used as a stand-alone product to securely manage only the employee records relating to vaccination and testing requirements.

Digitizing the process and removing paper-based processes enables employers to remain compliant with record keeping standards.

*This solution is also available for on-premises customers. Contact DocuWare or your DocuWare Partner for details.

** This solution is available immediately to all DocuWare version 7.5 customers.

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About DocuWare

Headquartered in Germany & the US, DocuWare provides document management and workflow automation solutions in the cloud. DocuWare has helped 15,000 customers across 100 countries simplify their work through digitizing, automating and transforming key processes.

DocuWare Releases Survey on State of Electronic Signatures in US businesses

Results show 70 percent of US businesses are missing out on the benefits of the technology

New Windsor NY, September 22, 2021 –  DocuWare, provider of cloud solutions for document management and workflow automation, today releases findings from their latest survey, indicating that despite the convenience and efficiency of electronic signatures, many organizations in the US have not yet fully implemented the technology, due to myths and misunderstandings.

The survey* of over 1200 business users revealed that businesses overwhelmingly cited efficiency and speed as the top reasons for adopting electronic signatures. But organizations are still missing out on these benefits, with most not having fully adopted the technology. Our survey examines why this is the case and our ebook demonstrate how businesses can quickly implement e-signatures for themselves and be ready for a hybrid workplace

“Electronic signatures are no longer a ‘good to have’ but a vital tool to maintain business continuity,” said Dr. Michael Berger, DocuWare President. “At DocuWare we can help organizations fully embrace the benefits of secure electronic signatures, enabling organizations to seamlessly and securely complete workflow documents anytime, anywhere, and on any device.”

While over 80 per cent of respondents indicated they use electronic signatures at least some of the time, they do not use the tool as much as they could - our survey shows that the main obstacles to fully implementing this technology are due to misconceptions and misunderstandings about security, technology, compliance, or forgery.

Key survey findings help explain away some of the myths and fears:

• Around 44 per cent of US respondents cited cyber security issues as the biggest risk for electronic signatures. However, electronic signatures are more secure than paper documents and the use of quality third-party digital signature products, such as those offered by DocuWare, helps to fully secure an organization's information and signature processes.
• 12 per cent of respondents said the biggest roadblock to electronic signature use in their business was a steep learning curve. However, digital signature tools are as easy to use as an app on your device, and where there may be some setup required to first implement the technology, DocuWare can provide implementation assistance.
• 29 per cent of US respondents noted that changing legal requirements or noncompliance was a factor in implementing electronic signatures. Electronic signatures are now being used in all manner of industries, including highly regulated fields such as healthcare and finance. DocuWare can work with businesses to understand compliance needs and ensure any document management solutions implemented are in line with those requirements.
• 38 per cent of US respondents reported being worried about unauthorized signatures. However, it's much more likely to get an unauthorized signature with pen-and-paper processes. With an electronic signature, someone must prove that they are who they say they are before they can sign the document. And then the signature and the document are locked in place and can't be altered, creating a lasting record of the signature.

For a visual overview of our findings, download our infographic here.

DocuWare’s Preconfigured Solutions now offer an Electronic Signature service. Preconfigured Solutions were previously available for Employee Management, Invoice Processing, and Smart Document Control. This new addition to the cloud solution shows DocuWare’s commitment to a paperless office. To get your free demo click here.

For a limited time, DocuWare and Trust Service Provider, Validated ID are offering up to 500 free e-signatures to each new DocuWare Cloud customer. This promotion is for all new customers who sign up from October 1, 2021 to December 31, 2021 and is valid for one year from sign up date on signature type “Remote”.

To find out more about DocuWare’s document management solutions, please visit DocuWare.com

* DocuWare surveyed +1200 people, all of whom have the authority to sign documents for their respective companies in their current job roles.

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About DocuWare

Headquartered in Germany & the US, DocuWare provides document management and workflow automation solutions in the cloud. DocuWare has helped 15,000 customers across 100 countries simplify their work through digitizing, automating, and transforming key processes. Learn more.

For More Information Contact:

DocuWare Corporation       
Samina Sabir       
Communications Director

4 Crotty Lane, Suite 200,       
New Windsor, NY 12553       
845-253-6784
Samina.Sabir@docuware.com       

Written by Joan Honig Sep 16, 2021

3 Ways to Make Software Integration Work Harder for Your Business

Integrating document management software with your ERP, CRM, payroll HR or accounting software just makes sense. Sharing information between systems enables your team to avoid unnecessary effort by eliminating duplicate data entry and improving collaboration. Integration simplifies the way data flows through your company ensuring cooperation and mutual understanding between departments. This results in increased productivity and substantial cost savings.

A document management solution that is integrated with ERP and other business software provides benefits that can’t be achieved when using stand-alone software. Read the rest here

Challenges facing a paper-based business

Ewart-Ohlson Machine Company specializes in precision Computer Numerical Control (CNC) machining, producing large-size parts in steel, aluminum, titanium, and other alloys for aerospace, energy, steel, and automotive industries. Originally founded in 1942 to serve the needs of the rubber industry, the company began working with the steel and automotive industries in the 1970s and has been in business for 60 years. Documents on each precision part produced by the company, must be stored for a number of years in compliance with the terms outlined in AS9100 compliance regulations. That requires accurate and secure record keeping. Before DocuWare was implemented, all records and paper documents had to be manually sorted and filed in a physical location. When staff in Quality Control or any other department needed to reference the documents internally or respond to requests by a customer, the search process was long and arduous, becoming a growing obstacle that had to be overcome.

The benefits of digitizing: speed and efficiency

Digitizing with DocuWare improved document filing and retrieval time. By securely storing files electronically in DocuWare, Ewart-Ohlson easily adheres to compliance regulations. Search and retrieval is now straightforward. With up to 300 pages of paper documents to be scanned and filed per week, the company appreciates the benefits of a digital document management system. As a small business with a staff of twenty, Ewart-Ohlson can now channel all resources on catering to the needs and manufacturing requests of their customers. The staff can work faster and much more efficiently. “File retrieval, which used to take upwards of 30 minutes per search, can now be done in under a minute”, says Brian Ewart, the company’s President. “Now that the process is managed electronically through DocuWare, we can find what we need faster.”

read the rest here

DocuWare is SOC 2Type 2 Certified

~ Business is built on trust and this global certification guarantees better data security ~

New Windsor NY, August 5, 2021 – DocuWare, provider of cloud solutions for document management and workflow automation has successfully undergone an audit process and earned its System and Organization Controls (SOC) 2 Type 2 Certification. The audit was conducted by CohnReznick in accordance with the requirements of the American Institute of Certified Public Accountants. SOC 2 Type 2 is considered the gold standard for data security and provides companies with assurance that, as a leading cloud service provider, DocuWare complies with industry security standards.

The audit to verify DocuWare’s eligibility to be upgraded from SOC 2 Type 1 to SOC 2 Type 2 took place from Oct. 1, 2020 to March 31, 2021 and the certification is valid through to the next audit. The auditing process included an in-depth review of company policies and procedures for data handling, tests of the organization’s security controls, employee interviews, a walkthrough of the office and a guided overview of the data center spaces. The audit ensures that service providers securely manage data to protect the interests of the organization and the privacy of clients. For security-conscious businesses such as DocuWare, SOC 2 Type 2 compliance is a necessary requirement internally and externally.

As a leading provider of cloud-based document management software, DocuWare integrates with other third-party technology services and must first assess and address the risks associated with these services. “The SOC 2 Type 2 certification is recognized globally,” says Dr. Michael Berger, DocuWare President. “As a global SaaS technology provider, DocuWare maintains the highest security and compliance standards and we plan to partner with service providers who meet similar certification levels. This gives us and our partners the highest level of security and strengthens our customers trust in us.”

As demand for DocuWare Cloud continues to increase with the expansion of remote and hybrid workforces. Customers demand a secure SaaS provider that follows strict information security policies and procedures based heavily in the Trust Services Principles. With the SOC 2 Type 2 Certification, technology providers who do or are planning to do business with DocuWare, know that its service commitments and system requirements were achieved based on the trust services criteria relevant to security and availability (applicable trust services criteria) set forth in TSP section 100, 2017 Trust Services Criteria for Security, Availability, Processing Integrity, Confidentiality, and Privacy (AICPA, Trust Services Criteria).

DocuWare’s commitment to global security standards and adherence to industry best practices in implementing data privacy controls builds stronger trust amongst industry partners.

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About DocuWare

Headquartered in Germany & the US, DocuWare provides document management and workflow automation solutions in the cloud. DocuWare has helped 15,000 customers across 100 countries simplify their work through digitizing, automating and transforming key processes.

This week, June 7-11, 2021, DocuWare spotlights five companies from the United States and Canada who have been digitally transformed. The winning companies represent industry sectors including higher education, HVAC, non-profit social agency, product packaging and retirement communities.

Here are the Customer Appreciation Week winners and their Authorized DocuWare Partners:

• Clackamas Community College – Solutions Yes, LLC
• Packaging Specialties, Inc. - AAA Business Systems, Inc.
• Lohmiller & Company - Toshiba Business Solutions, AZ/CO-80
• The Woodlands Religious Community/Interfaith of the Woodlands - Precision Products, Inc.
• Berwick Retirement Communities - R.W. Matthews Agencies

Each winner received an award plaque and swag gift packages.

Visit DocuWare’s LinkedIn page now to check out the customers’ success stories and video testimonials. Follow all posts using #DocuWareCustomerWeek.

If you have a digital transformation story to tell, you can submit your entry when DocuWare begins the search for 2022 Customer Appreciation Week winners.

DocuWare Releases Version 7.4

~ Improved features pave the way in 2021 as the number of remote workers is expected to double ~

New Windsor NY, May 18, 2021 – DocuWare, provider of cloud solutions for document management and workflow automation, announces version 7.4 of its flagship product.

DocuWare has spent the last year improving its digital infrastructure so that users can reach maximum productivity and businesses can maintain business continuity. “The vast, new remote workforce has reshaped global businesses. Version 7.4 specifically addresses the productivity of distributed teams,” says Dr. Michael Berger, President, DocuWare Group. DocuWare version 7.4 provides the improved collaboration, faster document and data searches, shareable workflows and security that every worker needs. Improvements to the cloud-based preconfigured solutions enable even faster ramp up for new customers and easy extensions for existing ones.

Here are some of the highlights of DocuWare version 7.4:

Collaboration: On Microsoft Office documents

This new function enables live collaboration on documents stored in DocuWare. Microsoft Office documents (Word, Excel, and Power Point) located in DocuWare Cloud can be edited natively in Microsoft Office for the web so co-workers can work on the same document at the same time. Editing is much faster, as documents no longer need to be downloaded then uploaded after edits are complete. To access this function, a Microsoft 365 subscription which includes an Office Online Business license is needed.

Highlight Search: Faster search results

Highlight Search is the easiest way to search from any program. The powerful and faster search functionality allows users to simply highlight the text, press the hotkey, and the relevant documents in the DocuWare file cabinet will be displayed. Once configured, this works from any application such as an ERP, CRM, accounting software, chat, or Word. This easy-to-use function is available with DocuWare Cloud and for customers with an on-premises system.

Workflows: Error-proof and shareable

Workflows can be copied from one cabinet to another, from one system to another, and entire systems can be cloned. For example, a workflow created for HR that is also suitable for marketing with small modifications can now be transferred from the HR file cabinet to the marketing one and adapted as needed, saving valuable man-hours on creating new workflows.

The automatic validation of dependencies in a workflow makes customizing any copied workflows an error-proof task. When a workflow is opened, DocuWare version 7.4 validates resources and dependencies and reports any errors. Only when the error is fixed can the workflow be used.

Security: Improved user authentication

User authentication for an on-premises system, DocuWare Cloud or the mobile app is key. DocuWare version 7.4 includes a new identity service for on-premises, a new identity provider for DocuWare Cloud, the ability to enforce single sign-on for secure login, single sign-on for the mobile app and for URL integrations. These security measures are compliant with security standards, strengthen protection around archived documents and prevent unauthorized access.

Preconfigured Solutions

For the first time, the combined usage of several preconfigured solutions is possible. For example, Invoice Processing and Smart Document Control can be combined, the solutions can be imported into existing cloud systems and will work with existing configurations of the same version.

To update to version 7.4, please contact your Authorized DocuWare Partner. To learn more about the new features and updates visit our blog.

Demand for DocuWare Cloud Solutions in the Year of Lockdown

Businesses invest in technologies to support a remote workforce

New Windsor NY, March 18, 2021 –  DocuWare, provider of cloud solutions for document management and workflow automation, saw a significant increase in demand for their cloud solutions through the first full year of pandemic-driven lockdowns as companies invested in technology to support the almost immediate shift to remote working.

Over the past 12 months, businesses around the globe have had to transform faster than they could have ever anticipated. In 2020, DocuWare saw a global increase in cloud customers of almost 40%, pushing their total number of active cloud customers past 4,000.

Businesses require new tools to enable their employees to operate as normal and from anywhere. DocuWare has seen first-hand an increase in demand for cloud-based document management solutions and automation technologies. For example, there has been increased interest in automating invoice processing tasks and better cybersecurity that still enables employees to import, share, approve, collaborate and store business documents.

“During the lockdown, our office was closed and we fell behind. I wanted my people to be able to seamlessly and smoothly work from home. I wanted to have a cloud-type of system where we could really go paperless.”

Joe Johnson, Owner, Rebel Refrigeration

The surging global demand for DocuWare Cloud across all regions demonstrates that remote working, process automation, document management and digital transformation is here to stay. For example, since the 2020 lockdown, France has led the way in DocuWare cloud customers with growth numbers of +50%, Spain and the DACH countries (Austria, Germany and Switzerland) follow closely with growths of 49%, the UK growth is 32% while the Americas region exhibits growth of 28%.

“The pandemic has had an unprecedented effect on businesses.” Dr. Michael Berger, President of DocuWare commented. “We are so pleased to have been able to support new and existing customers throughout this uncertainty. Our anytime, anywhere, any-device model, means teams can collaborate in real-time no matter their location. With remote working being the new normal, cloud technology ensures that businesses can continue with minimal disruption.”

With many countries still in some form of lockdown, remote working is likely to continue for most industries for the foreseeable future. Cloud solutions for document management will help almost any modern company keep employees happy and productive in 2021 and beyond. DocuWare customers have demonstrated that some of their team’s best work can happen beyond the traditional office.

To learn more about DocuWare’s solutions, please visit DocuWare.com

Packaging company loves the ease of use of their DocuWare Cloud Solution – not to mention the time and cost savings they are also seeing

Packaging Specialties Inc. provides sustainable, environmentally responsible and affordable film packaging solutions to 27 different industries. With 270 employees, the company is dedicated to supplying environmentally responsible products. As part of its eco-conscious mission, Packaging Specialties chose to digitize operations, reduce paper use and save on mailing and printing material costs.

“Since implementing DocuWare, our company has saved almost $10,000 in overnight shipping costs between our two locations. What’s more, over the past year, our improved processes and workflows have resulted in approximately $60,000 in discounts from one vendor,” says Debbie Kyzer in Accounts Payable.

Click here to read the full study and learn how they’ve achieved multiple cost reductions, vendor discounts, improved efficiency, streamlined customer service and better space use.

A nonprofit aid organization, AVANCE (Uh-vahn-say) digitizes its operations for improved efficiency and real time finance tracking. The freed up physical space from reduced file cabinets allowed restructuring the office for social distancing

AVANCE operates early childhood and family education centers and has used DocuWare to automate processes such as purchasing and funds tracking to assist its Finance and HR teams.

The need to move away from paper-based processing

AVANCE operates about 30 early childhood education facilities for children under the age of five in San Antonio and beyond, enabling their parents to learn infant care and other parenting skills, earn their high school diplomas, attend professional training or attain employment.

The daycare centers need to buy a gamut of supplies from formula to diapers to furniture – this generates many purchase orders. Prior to DocuWare, the company relied on paper purchase orders, which made the approval and acquisition process slow and cumbersome. “We were looking to move away from paper into an electronic system,” says Michelle Hyde, Chief Financial Officer at AVANCE.

The benefits of digitizing

Digitizing sped up purchasing approvals and data entry. Prior to DocuWare, staff filled out paper purchase order forms that were sent for approval via interoffice mail or by FedEx. “We used to have paper Purchase Order (P.O.) books, which we would issue to each department and they would prepare the paper purchase orders,” Hyde recalls. Now requestors fill out electronic purchase order forms via a web link and these are submitted instantly. Digitizing also reduced manual data input, saving time.

Read more case studies here

The Cannata Report’s readers vote for DocuWare

New Windsor NY, November 12, 2020 – DocuWare, provider of cloud solutions for document management and workflow automation, won its first Frank Award for Best EMC/Document Management Provider, at The Cannata Report's 35th Anniversary Awards & Charities Gala: Unite & Conquer.

A total of 12 awards were given, covering a wide range of categories including Best in Class Manufacturer, Best IT Services Provider, Best Technical Services Provider and more. Results were based on dealer votes submitted through The Cannata Report’s 35^th annual survey. More than 300 dealers voted, one of the highest participation rates in recent years.

“Winning this award and getting this vote of confidence from our dealers is a huge honor for DocuWare,” states Jim Roberts, President. “We work very hard to create an environment in which our Authorized DocuWare Partners can excel. Multiple DocuWare teams play a part in this - from sales support out in the field to professional services behind the scenes to the wide range of marketing tools and resources. DocuWare is there for its partners and their votes are evidence that this commitment is recognized and valued by the dealer community,” concludes Roberts.

The celebrity-studded virtual event took place on November 6, 2020. It was hosted by the Cannata family and the publication’s editor, Scott Cullen. Awards were announced during the gala and then presented in person the following week by The Cannata Report’s Founder/Editor at Large, Frank J. Cannata. Proceeds from the event go to Hackensack Meridian Health’s Circle of Compassion and will help the COVID-19 frontline workers’ fund.

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About DocuWare

Headquartered in Germany & the US, DocuWare provides document management and workflow automation solutions in the cloud. DocuWare has helped 14,000 customers across 90 countries simplify their work through digitizing, automating and transforming key processes.

For More Information Contact:

DocuWare Corporation                                                 DocuWare GmbH
Samina Sabir                                                                    Birgit Schuckmann
Communications Director                                             Public Relations Manager
4 Crotty Lane, Suite 200                                              Birgit.Schuckmann@docuware.com
New Windsor, NY 12553                                               Mobile: +49.1 72.8 55 20 05
Samina.Sabir@docuware.com
Tel: +845 253 6784

Buffalo Rock, a soft drink producer and bottling company, chooses DocuWare for its ability to seamlessly integrate with key business systems

Soft drinks distribution company, Buffalo Rock chooses DocuWare for best integration with existing systems, eliminating double entry, thereby saving time and money.

Integrated systems eliminate repetitive manual entry

A family owned business founded in 1901, Buffalo Rock Company produces and bottles a variety of soft drinks, which it sells to approximately 19,000 customers in three different states. With 14 divisions and over 2,150 employees, the company also purchases items from 5,000 suppliers, including Starbucks and others. This massive operation requires a large volume of document processing and record keeping, which prompted Buffalo Rock to start digitizing as early as 1999. But certain key tasks in the Document Imaging and the Accounts Payable Departments, remained manual. “We used to print all our emails and then scan them to input them into our previous system,” says Vincent Holmes, Document Imaging Department Manager. “And then the Accounts Payable department had to re-key everything my department had already keyed in.” As the volume of documents grew, so did the manual processing, affecting productivity and causing delays.

You can read more here