Planning for the Future with DocuWare
Company Size
11-200
Region
- America
Country
- United States
Product
- DocuWare
Tech Stack
- Digital Document Management
Implementation Scale
- Enterprise-wide Deployment
Impact Metrics
- Customer Satisfaction
- Digital Expertise
- Productivity Improvements
Technology Category
- Application Infrastructure & Middleware - Data Exchange & Integration
Applicable Industries
- Finance & Insurance
Applicable Functions
- Business Operation
Services
- System Integration
About The Customer
ADMIN Partners LLC is an independent third party administrator, providing retirement plan administration and recordkeeping services to public education, local and state governments, non-profit as well as church and religious organizations. Based in Cherry Hill, New Jersey, ADMIN Partners does not offer investment advice, they simply help their clients manage retirement accounts, facilitate needed documents, process contributions and comply with IRS rules and regulations. The company was utilizing complex paper-based processes to route documents through their workflow. The company’s Director of Client Services, Maria SpeeneyJohnson, received hundreds of documents each day that she would need to manually log and physically deliver to her staff.
The Challenge
ADMIN Partners LLC, a third-party retirement plan administrator, was struggling with complex paper-based processes to route documents through their workflow. The company’s Director of Client Services, Maria SpeeneyJohnson, received hundreds of documents each day that she would need to manually log and physically deliver to her staff. This process was time-consuming and slowed down the entire Client Services team. Their workflow was further hampered by the need to keep the file room under lock and key to meet client security regulations. ADMIN Partners wanted to implement a solution that could manage all their document types including; faxes, mail, email and electronic data files. They needed a system that was customizable to meet their business processes and document types, could transform their paper-based process to a digital process with automated workflow functionality, and had robust security features that would help them securely store and electronically route information while tracking and limiting who had access to each type of document.
The Solution
DocuWare was chosen because it totally fulfilled all of ADMIN Partner’s requirements, especially because it handles any type of document. They worked with their Authorized DocuWare Partner to implement a DocuWare solution tailored specifically for ADMIN Partners unique processes. Each time a document is received, a coversheet or passport is created using an Excel template then saved to a “watched folder” along with the scanned document. The information on the passport is used to automatically index and route the document through an established workflow. The passport provides a place for notes and electronic stamps. It records a document’s “travel history” and becomes part of the audit trail. After incoming documents are scanned and verified, they are shredded. With anywhere from 100 - 300 documents entering the system on a daily basis, DocuWare has really simplified their processes.
Operational Impact
Quantitative Benefit
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