DocuWare > Case Studies > DocuWare successfully automates the hiring process for Independent School District 196

DocuWare successfully automates the hiring process for Independent School District 196

Company Size

1,000+

Region

America

Country

United States

Product

DocuWare

Tech Stack

Mobile app

Implementation Scale

Enterprise-wide Deployment

Impact Metrics

Cost Savings
Productivity Improvements

Technology Category

Functional Applications - Enterprise Resource Planning Systems (ERP)

Applicable Industries

Education

Applicable Functions

Human Resources

Use Cases

Regulatory Compliance Monitoring
Remote Collaboration

Services

System Integration

About The Customer

Independent School District 196 is a state and nationally recognized K-12 public school district located in Rosemount, Minnesota. The district serves more than 28,000 students and is one of the area’s largest employers. The district is committed to providing a high-quality education to its students and strives to maintain a safe and secure environment for its staff. The district's HR department is responsible for managing the hiring process and maintaining employee files.

The Challenge

Independent School District 196, a K-12 public school district in Rosemount, Minnesota, was struggling with a paper-based hiring process. The district, which serves more than 28,000 students and is one of the area’s largest employers, was facing administrative headaches due to the manual review and check-out of resumes. Principals and hiring supervisors had to visit the district office in person to review applications, which was time-consuming and inefficient. Additionally, the HR department was maintaining employee files in paper form, which posed security risks and made it difficult to comply with governmental and internal regulations.

The Solution

The district implemented DocuWare, a digital solution that eliminated paper applications and automated the hiring process. With DocuWare, principals and hiring supervisors could review applicant files from their offices or at home using the solution’s Mobile app, eliminating the need to visit the district office in person. The HR department also decided to maintain employee files in electronic form using DocuWare. This improved the security of confidential employee information and enabled the HR staff to better comply with regulations, as DocuWare automatically enforces retention schedules. The district also set up a terminal that employees use to review their own records, further reducing the time HR staff spends on document retrieval.

Operational Impact

The implementation of DocuWare resulted in significant time savings for the HR department, as they no longer had to manually review and check out resumes.
The security of confidential employee information was improved, thanks to DocuWare’s security features.
The HR department was better able to comply with governmental and internal regulations, as DocuWare automatically enforces retention schedules.
The district office gained additional office space by removing filing cabinets and eliminated the cost of archiving paper documents in a secure facility.

Quantitative Benefit

Significant savings on recruitment costs.
Expansion of DocuWare use to other departments including student records and transcripts, special education records, board of education records, as well as the payroll and facilities departments.