DocStar ECM Reviews

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How has it helped my organization?

In the past, we had numerous filing cabinets and much inefficiency in how our paper filing systems were being handled. In addition to having an enormous amount of paper stored in the front office, everything eventually would need to be moved to a dead storage room at the end of the year to make room for next year’s paper activity.

Something had to give. We needed to be able to access information from those old files, but that was virtually impossible. Even if staff members could get into the dead storage area, there was no guarantee that documents had been filed or re-filed properly, and there was a chance someone removed a file and never returned it. Worse yet, some documents didn’t exist at all, because a fire destroyed them.

We needed to improve the efficiency of retrieving information when we needed it and reduce the time and effort required to store everything. We also needed to consider our disaster recovery issues.

We assessed possible enterprise content management vendors and went through the proposal process. When we called around to businesses that used docSTAR, we got good reviews.

To begin with, we started to ‘docSTAR’ a year of vendor files. Yes, the process of scanning and electronically filing documents is so engrained at our company that “docSTAR” has become a verb.

Once our employees became comfortable with the process and confident that documents were easily retrievable, we made scanning and filing part of our routine. Any time we generate a piece of paper, whether we cut a check or process some other document, it gets scanned into the system almost on a daily basis. So we started with a ‘catch-up’ process and then moved to a ‘real-time’ process.

Positive results:

Additional space: we’ve been able to eliminate ten five-drawer filing cabinets full of paper.

Ease of retrieval: no longer do we need to take the time to walk to a file cabinet, try and determine whether the person filed it under A or B or wherever, and hope it’s there. Being able to find something—and find it quickly—is huge. That’s been a real workflow benefit.

Remote access: provided you can access your network remotely via a secure VPN. The system allows us to work at home and, for example, access and verify information for a report.

It’s part of our disaster recovery plan: if any paper documents we have scanned were to be destroyed, we could replace them. And the electronic files are backed up, so they’re accessible in the event of a catastrophe, as well.

Significant cost reduction in terms of storing paper, in both day-to-day use, as well as the dead storage costs. We estimated more than 7,500 documents are now stored in docSTAR with an average cost savings of $1.75 per document, when you factor the labor costs in filing the documents originally, retrieving them, moving them to dead storage, 10 filing cabinets originally used to store them, and the additional costs of purchasing hanging folders files and dead storage boxes. This equates to well more than $13,000 in annual savings, and the ability to actually locate the documents is priceless!

With the most recent changes in our copier/scanner machines, we can actually scan from those machines directly into docSTAR. This means people don’t have to go to the docSTAR station and physically scan the items in. That will be an added time savings.

Once you start down this path and people become accustomed to it, you start getting even greater benefits. You find other applications—or other people see what you’re doing—and then you can expand the process to other applications and it just spreads.

In 1999, my company saw tremendous potential to increase efficiency and responsiveness by automating paper-intensive work processes and eliminating the need to continually house and reference paper documents. As a result, we became an early user of docSTAR document management systems.

Initially, both our agency management software (AMS) and document management system were accessible only through their own separate user interfaces. To perform job functions such as customer service, we had to frequently toggle back-and-forth between the systems. We would check the client name and policy number in the agency management system, and then use this information to locate related documents in docSTAR. Over a typical workday, this process could be repeated many times, diminishing productivity.

Further, we could not leverage customer data seamlessly across our entire business, creating another barrier to maximizing operational efficiency.

To further automate our work processes and make customer data more readily available across all activities, we decided to enhance the capabilities of our AMS and docSTAR by implementing the following software elements:

1. Integration makes docSTAR directly accessible from our AMS without switching applications. While using the AMS, employees now view electronic documents stored in docSTAR with a single mouse click. This functionality is made possible through the docSTAR Integration Agent, a software module that enables independent software vendors, to seamlessly link their applications.
2. docSTAR DataLink draws upon databases within the AMS to verify or supplement information used in document storage and retrieval. This software performs two critical functions. First, it verifies that the agency data used to file documents in the docSTAR system – such as client name and policy sequence number – is accurate. Second, it automates the filing process by automatically filling in additional data including Policy Effective Date, Coverage Code, and Date of Loss.
3. docSTAR Barcode reads and extracts key information embedded in barcodes on the AMS-generated cover page. It then automatically enters this data into titles, keywords and custom fields associated with the document. The module, in conjunction with Datalink, eliminates almost all of the manual data entry previously required, thereby improving the speed and reliability of the filing process.

Deployed in tandem, these optional modules enable an automated work process that starts with a request to scan a document. Instead of handwriting instructions, we print a cover sheet from our AMS that includes barcodes containing key data from the software’s client, policy, loss, or activity log screens. In a single operation, docSTAR scans this cover sheet along with the related document, automatically reads data from the barcodes, and stores this information with the document, while ensuring an accurate link to the correct client, policy, claim, and/or memo. Filed documents are immediately accessible from the four screens in the AMS interface.

With the integrated AMS-docSTAR solution, we have achieved new efficiencies in our document-intensive work processes, while improving responsiveness in customer service by making all of our critical information available through a single work process. We no longer need to navigate between separate applications, reducing the amount of time needed for many tasks and improving workplace ergonomics by eliminating unnecessary mouse clicks and keystrokes.

But perhaps the biggest productivity improvement for us resulted from the fully automated document scanning process. To convert paper into electronic information, employees print cover sheets with all the critical information contained in barcodes, place them on top of the associated document and forward them for scanning. The agency’s filing clerk simply collects and stacks all the documents and quickly scans them in a single operation without extensive keyboard entry.

The work processes made possible through docSTAR integration significantly increased operational efficiency. Further, by creating a common way to collect and find both customer data and electronic documents, we have improved service by unlocking easier and faster access to its complete reservoir of critical information.

My company entered the document management software arena in the summer of 2006, when we signed on with docSTAR and put into use a single Canon duplex color scanner that processed about 60 pages a minute. We integrated document management with our accounts payable process. After we entered invoices into the accounting system, we scanned them into docSTAR. On the accounts receivable side, customer credits are also scanned and available in the system.

docSTAR’s DataLink software extracts pre-determined data from the company’s ERP system, Business Planning and Control System (BPCS). Using the DataLink module makes it easier to connect documents with the accounting system by retrieving and reading data contained within the system. We can enter one field and DataLink extracts anywhere from 20 to 30 fields that we can search by later. This reduces keystrokes needed during the filing process, improves accuracy and drives consistent information gathering, which translates into faster filing.

Our initial implementation allowed secure docSTAR document access by our customer service team, as well as our accounting staff, including payroll staff, cost analysts and financial analysts.

docSTAR’s WebView module allowed for easy information sharing and access. The documents we store on the docSTAR server can be viewed securely from any computer, via the Internet or corporate Intranet.

As I expected, in a matter of months, accounting found itself handling the same amount of work more quickly and with one less employee.

Our use of docSTAR quickly expanded beyond our accounting and financial functions. Our technical quality team deployed a standalone system in its own operation. The department scans and stores Certificates of Compliance, which are used to measure and analyze product specifications on incoming raw materials.

Before long, other departments were signing on and employee efficiency improved. Now our people spend more time on value-added work instead of searching for and making copies of documents, and that has saved both time and money. Since implementation, I estimate that we’ve achieved a return on investment of at least 10-15x.

For general accounting, journal entries are scanned in, as are all bank transactions. Purchasing uses electronic document management for contracts and leases, purchase card agreements that employees sign, as well as purchase card statements and receipts.

We have also implemented it in our warehouse. They scan in all of the customer-return paperwork for anything that comes back. Data is filed using the Return Merchandise Authorization (RMA) number that was entered into the system when the customer return was first arranged.

Warehouse employees even upload digital photos of any damaged product, which is also associated with the original RMA document. We can send these digital photos to the customer and show them the damage, or if it’s a freight claim, we can use the photos to support that.

We also use DataLink for both HR payroll and our ERP system so that keeps things consistent. The company uses folder structures to file employees’ documents and, because they use a standard template, authorized staff can search by employee name or ID number and find needed information quickly and securely.

System security is critically important given the broad, company-wide adoption of the docSTAR system. We have very strict security restrictions. We tie security—who is able to see what in docSTAR—to an individual. So information about vendors or HR information, for instance, is only viewable by people who are authorized to see it. DataLink knows the security class and protects documents from unauthorized viewing.

Beyond that, however, we don’t really have restrictions on who can use the system. If there is a good business case to have documents in docSTAR, then we will build a process around it. Over the past several years, we have been able to identify many places where the system can add value.

The docSTAR system’s flexibility and, more importantly, its ease of use helped drive this growth. There’s virtually no training involved. We have many different locations but with docSTAR, geography it doesn’t seem to separate us like it used to. Everyone can look at things in the system—whether they’re at a distribution center or at a facility in Ohio or in another department here in Cohoes.

We continue to capture greater efficiencies through the docSTAR system. Recently, we successfully upgraded to version 3eleven (3.11), something that will improve workflows companywide.

As long-term users of docSTAR, our satisfaction continues to be high. Its ease of installation and ease of use are big factors. Plus, the price was right. It was a product that does exactly what we needed it to do.

The medical facility I work for is a cardiology practice dedicated to improving the health of patients in my region. In 2012, we found that our paper-based processes were beginning to incur unnecessary costs and inhibit patient services. Time, overwhelming storage space requirements and the potential liability of misplaced document were only some of the notable factors leaving our administration dismayed with the existing document management system.

Additionally, some of our employees needed to work from home and it was very cumbersome transporting paper back and forth from the office. The docSTAR solution offered my department the flexibility and accessibility needed to leverage telecommuting opportunities for staff, as well as a far more intelligent platform for moving and managing documents. The competitor alternatives simply did not provide the solutions we were looking for, leaving docSTAR as the obvious answer.

Along with this flexibility, we chose to work with docSTAR because it could integrate so seamlessly with our accounting software, Sage MAS 90. Previously, there was tremendous hassle in having to go back and forth between different software solutions. With docSTAR, we were able to simply press the retrieve button right from within Sage MAS 90 and the invoice was immediately in front of us.

Despite initial trepidation about docSTAR’s capabilities, the docSTAR team was supportive and positive. There were a couple things we said ‘we’re not sure how docSTAR is going to be able to do this,’ but the docSTAR Professional Services team was able to assure us that they could absolutely take care of it. They sat down with us during the implementation process to let us know that no matter what we could throw at them, the docSTAR team would come up with a solution.

Though there were a few minor setbacks, the implementation of the docSTAR software and, even more notably, the docSTAR team were excellent. I think one of the nice things that we found was that docSTAR was also using Sage MAS90 for their accounting software, so they were able to bring us over to their office and show us how they were able to integrate it into their situation. They set up a little test scenario and showed us how the invoice comes in, showing us the whole process right there on their software.

After the integration was complete, we rolled out docSTAR into our accounting department. There were multiple early successes, including same-day approval processes, improved accountability, reduced printing costs and accessibility to early pay AP discounts.

With the new digital system, the processes of approving different documents has drastically sped up. The manager gets an email saying that they have an invoice to approve and it only takes a minute. The invoices are approved the same day that we receive them and even takes place within hours of the vendor emailing the invoice.

Another byproduct of the streamlined approval process is how we are able to have far less communication about things getting lost because (a) all the documents are available in the system and (b) document accessibility is tracked. Documents are never lost. This increased accountability speeds up the workflow and allows people to move on to more serious things that increase revenue.

The costs associated with paper trails have been significantly reduced. I also see an unexpected benefit from the drastic reduction in printing: Not only are we printing less, but we have contacted a portion of our regular vendors to tell them not to mail us invoices any more. They email the invoices to us and we enter them into docSTAR so it’s not just my company that is realizing savings, but our vendors are printing less and saving on postage. This unexpected saving can only serve to strengthen the client to vendor relationship and the docSTAR software is definitely the driving cause.

We are experiencing another improvement in our vendor relationships; as invoices are being approved more quickly, payment is rendered in less time than before. In fact, we now are able to take advantage of early payment discounts that were previously unattainable. We were able to obtain a 2% quick pay discount on one of our larger medical supply vendors which is one of the largest accounts payable we have.

After leveraging the time savings and improved efficiency, the staff, too, is impressed. The managers that are using it love it. We’ve gotten a lot of positive feedback about it. I and other management executives look forward to further incremental return as we continue expansion of the docSTAR solution into other segments of our practice.

Operating with a small staff, we faced a constant challenge of finding efficiencies and being a good steward of resources entrusted to us by donors. Over the years, managing fundraising campaigns and meeting donor goals became increasingly difficult for a number of reasons.

Paper was one. Campaign documents, such as donation forms, donor demographic information and actual donations—checks, for instance—were sometimes disseminated across various offices, filing cabinets and on-site and off-site storage facilities. It was all too common for checks to be on someone’s desk, waiting to be deposited and recorded.

In addition, things would sometimes disappear or go missing. For example, somebody might need something from an accounting file and they’d pull it, but not tell us or, not return it in a timely manner. If the record was more than a year or so old, the file was probably stored at a remote location and we were paying for that off-site storage. 

We started exploring options and found electronic document management as a possible alternative to our current way of dealing with documents and files. In addition to finding a solution, we were looking for an easy implementation. We don’t have an IT person, so we were looking for behind-the-scenes support to get it installed, up and running. In August 2010 we went live with the docSTAR electronic document management system.

The docSTAR system was attractive not only because of the document storage and retrieval efficiencies it would bring, but it also integrated with software we already used.

We started scanning pledge and payment documentation and later moved on to other business units. With front-end scanning, we capture, index and track existing and new campaign transactions and any supporting documentation. Donations packages that once were split between physical different storage areas are now kept intact with PackageWorks and are instantly accessible. That impacts the whole organization and that’s why we focused on it early on. Pledges and payments also represent the greatest volume of paper, and the information needs to be accessible by nearly everyone in the organization. Information is as close as a couple of mouse clicks and storage costs are down.

We are now able to easily access and sort all of the information we need to manage fundraising and campaign efforts. Access to data is controlled by docSTAR user permissions assigned by the local system administrator. We have seen improvement in campaign management processes, because campaign donor files have been consolidated.

We also have seen improved accounts payable process efficiency. docSTAR’s “Workflow Module” is used to route vendor invoices with purchase orders requiring approvals to various individuals. There is better cash flow visibility and control over the invoice process and costs.

Receivables have improved, as well. docSTAR lets us scan and record all incoming checks and payments and I get a daily report sent via internal e-mail that shows me all receivables. It moves everything along from daily postings to deposits.

We have also enjoyed reduced fixed and labor costs by eliminating filing cabinets and offsite storage. Using docSTAR will enable me to keep our staffing levels as they are, even as our transaction volume increases.

Another benefit came at audit time. It’s really nice to be able to pull up the docSTAR records the auditors wanted to review and send those along. When they were done with the document, we didn’t need to re-file anything.

Looking back, we are thrilled with the difference docSTAR has made. Using docSTAR has enabled us to respond much more quickly to our customers—and to fellow employees—when they need information from us.

In 2011 my company decided it needed a system that could grow and develop toward our goal for each individual restaurant to supply invoice, payroll and revenue data automatically into our accounting software without having to rekey information.

After investigating numerous alternatives, we selected docSTAR’s solution. docSTAR’s design allowed us to keep our existing internal processes without having to adapt to a new system. docSTAR was clearly a superior product to our existing solution and no other competitor had the integration that worked with our databases.

We were extremely fearful that they would not be able to convert our legacy data. Technical issues kept preventing the conversion. We were given immediate support, as multiple program engineers dedicated their time to analyzing and addressing the challenge. They kept working at it, kept fixing it, and they got it.

Once the two systems were aligned and all of our data was converted, process implementation began right away. docSTAR was implemented with employee files first. Everything from W-4 documents to disciplinary records are now maintained in one central, secure platform. This allowed for a more streamlined workflow to be initiated for new hires.

We have more than 100,000 documents in our existing AP database and continues to process approximately 20,000 invoices annually. So, naturally, we are focused on AP document processing efficiency.

docSTAR’s Intelligent Data Capture feature captures the invoice image and extracts key metadata then routes the invoice to the secure docSTAR secure repository for archival.

Our main office is able to capture the invoice data from its various restaurants through the Microsoft Access Database driven inventory module. The line item details are then reviewed and coded before sending it on to our Sage 100 ERP accounting system. I envision expanding Intelligent Data Capture to all company operations, including daily transactions, in coming years.

The search abilities of the system are critical. The docSTAR system facilitates comprehensive searching based on flexible queries. Our previous system had awkward search functions. It didn’t have anything like docSTAR’s ‘contains’ logic. So if you didn’t design your search just right, it didn’t find the documents and would sometimes crash the system.

Together, the image capture and search functions allows our AP department to operate smoothly in all tasks relating to archived and incoming invoices. As was the case with our AP processing, we are now able to leverage image and data capture for our purchasing/invoice processing system. This internally written software retrieves data directly from the POS systems in the restaurants and subsequently pushes that data into the firms’ accounting software. docSTAR is able to automate components of this workflow and again allow for improved archival.

We experienced a variety of benefits from implementing the docSTAR solution. Among them were time savings, improved security and increased compliance, all of which have an impact on our bottom line.

By eliminating downtime that we were experiencing previously, we are saving roughly 5 man-hours every week. In addition, there is improved efficiency in document retrieval. As soon as the invoices or HR documents are scanned, they can be seen by all users and there is no longer an issue with losing documents because someone has pulled the paper file. Multiple users can view a single document at the same time, and the search and retrieve functionality has saved us at least 30 man-hours a week over our old paper system - including typically higher dollar man-hours. The time I spend researching A/P issues has been dramatically cut. I spend 10% of the time I used to spend on A/P invoice research and I can research things that have been entered into our system as soon as they are entered. This is especially helpful during month/year end close. Overall we have improved manpower efficiency by 40 hours a week and this savings includes high dollar time as well as with our A/P tech.

With an electronic document management system, you don’t have lost documents as is frequently the case with paper-based processes. With docSTAR’s tracking and data accessibility features, we know where all documents are at all times and who has access to them.

With the flexibility and tracking afforded by the docSTAR system, we have streamlined our auditing and reporting process. If auditors come in, we just set them up with a laptop and say, “Here you go, search away.” Before docSTAR, we’d have to manually pull all those documents which took a lot of time and took our employees away from their projects.

In looking ahead, I am excited to expand docSTAR technology to other departments and activities, streamlining additional workflows and further diminishing duplicate processes that occur between the individual restaurants and our headquarters. We look forward to additional time savings, and broader gains in security and compliance as the system is leveraged in other processes.