Document Management Concept...Case Studies...Bromwall

converted at minimal training and in a short period of time. The system can save on staff costs by virtue of the fact that fewer can manage a large document load without having to leave their desks and trace files. Our major benefit is that letters & documents can be accessed from anywhere in the world without the necessity of carrying a large file of papers.

Roy Walton,
Director:

New employees with no document management experience can be

Insurance Broker Bromwall Ltd. has been securely filing insurance records with DocuWare since 2004. Files can be retrieved with a click of a button allowing employees to find

customer information quickly and error-free.

Bromwall‘s rapid growth presented itself with many challenges, the main one being the flood of paperwork occurring on a daily basis: from policies and claims, to client presentations and new business, it was all streaming in from a variety of sources. The need for an ECM (Enterprise Content Management) system became inevitable. The solution would manage the flood of paper coming in, leaving more time for the personnel to, for example, handle incoming phone calls. At the same time, it would eliminate the need to invest in larger office premises.

The system was set up on a Friday and was up and running the next Monday with the entire staff using it. All employees had been previously trained using DocuWare’s eLearning programme, which could either be completed via CD or online. In the previous paper-based system, files were hard to track, especially when someone was sick. Now claims can come in and anyone at Bromwall can retrieve the matching records for processing, simply by entering the name of a company, contact or number. The new electronic workflow mirrors the paper-based workflow, but also makes it easy for a supervisor to identify any possible shortfalls by observing the outstanding documents in the individual staff baskets. Moving documents between baskets and placing them in the filing cabinet has come down to a simple click of a button.

The DocuWare Solution has improved the day-to-day workflow to such an extent that now Bromwall’s employees never want to work without it. In fact, from time to time Bromwall’s customers are given a tour of how DocuWare has enhanced its work processes, giving them a glimpse into their future and how they might use it to provide great customer care. An important question was recently asked by one of them: ”When did the investment break even?” Roy Walton was quick to respond: “I saved on extra staff, so it could be said we broke even almost immediately.”