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Colourfast Review of V280 Printer

About Colourfast

Colourfast Group Limited have completed a review of Colourfast Review of our V280 Printer. Colourfast  is a wonderful print shop based in the North Laine in Brighton. They’ve been delivering stunning quality design and print services to the local Brighton community and beyond for over 34 years. 

Colourfast have a fully comprehensive design service as well as offering an array of print options. They have recently expanded their services to offer web design too. Their work extends to publishing the Quick Print Pro magazine and they are also organisers of the Print Trade Expo Exhibition.

It’s fair to say owner and Director Peter Foulkes is an undisputed expert in the world of digital print. 

 

Colourfast Introduction

DWS were delighted when approached by such a large printing influence, in the city of Brighton, in 2017. During 2017 Peter and his team had installed a Xerox Versant V80 by DWS. We have continued to work with Colourfast since then, providing them with maintenance throughout. 

In 2024 they realised it was time to upgrade this trusty digital press to a newer model. 

 

V280 Printer

Colourfast Review of V280 Printer

When considering an upgrade from the V80 model, Colourfast needed to review how their original decision had stacked up. They also needed to deliberate on how print trends have changed over time. 

Some of the changes noted within the seven years difference were that customers wanted shorter turnarounds and shorter runs. This meant that speed and efficiency was paramount. They did query the cost and here is a quote from Peter on that cost. 

 

On our present print volumes the new lower running costs of the V280 funded the rental. So same monthly billing for an upgraded print press.

 

Results of new printer

Colourfast were elated with their new machine. They loved that quality was not compromised by speed, they could have both with the Xerox V280. They can gain higher selling prices with colour matching or introducing embellished, neon or foil looking print. This can all be achieved with their new printer. High demand items such as flyers and posters were simple to print for their new V280 and the automation included for them was outstanding. 

Don’t just take our word for it, you can read Colourfasts own blog titled Xeros V280 – no brainer, in their words here.

 

Contact us

If you’d like to take the advice of Colourfast and upgrade your model to one that will service your business in an improved way, just like the V280 has done for Colourfast, contact us today at 

01444 462980

info@dwsl.co.uk

New office printer for our client

Does your office printer think outside the box?

What springs to mind when you’re thinking about your next office printer or copier? Do you tend to focus on the aesthetics, speed, volume of feeds? Cost will always be something that is forefront too. However, isn’t it also important to make sure that the ‘box’ truly delivers and can also do a bit more, whilst keeping the costs as low as possible? Take a look at our recent case study from our client who wanted their office printer to do more.

 

Recent Office Printer Case Study

 

New office printer for a recent client The Request

 

Recently we worked with a new customer of ours. They were looking for a new office printing solution for their business. They required all staff members to have access to their office printers, with excellent security functionality. However, once we started the initial conversations we realised they also required support with document filing. This was creating a high cost to the business. Originally they had been scanning documents by hand and manually filing them. This was to ensure they had all documentation stored correctly for ease of reuse. This was costing the business hours of time every day. Staff were having to take time from their usual activities to complete the work. But, they didn’t have any other solution to their problem. 

 

The Solution

It was quickly established that our DocuWare package would be the perfect solution to their problems. We could combine this with the Xerox technology to enable them to have smoother running business processes. This would reduce time, whilst improving accuracy and efficiency. 

Both DocuWare and Xerox technology could be integrated to provide a powerful solution for their HR documentation and their accounts, bringing so much more value to the business. 

 

The Result

Our new customer was ecstatic with the results. 

They now have:

  • Bespoke one touch scanning buttons which feed documents into the Accounts and HR DocuWare workflows automatically.
  • Documents are split from multi page to single pages at the touch of a button, saving time for their busy accounts team. 
  • Invoices are sent through an approval process and matched with purchase orders, providing easy sign off, cross checking, visibility and with full audit trails.
  • HR records such as training certificates are filled with automated alerts for when certification needs updating.

Implementing the new printer and DocuWare software has given them the automation they required. They new now able to ensure their business processes run much more efficiently. It has also provided extra support with automatic alerts which they didn’t have before. This has enabled them to work less manually, have more effective processes and gain back more time for their staff to focus on their main job roles. 

New Office Printer for a recent client

 

 

 

It is brilliant to have a beautiful shiny, new office printer – but, could it be doing a lot more for you?

 

 

 

 

Find out more about the services we offer here.

 

Contact us for more information and/or a full audit of your current processes.

 

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Managed Print Services

What are Managed Print Services?

Managed print services involve all aspects of your business printing. With DWS we administer your printing processes to ensure these are streamlined. We ensure these processes make your business work more efficiently and effectively, are secure and user-friendly. 

In a working environment, print is often seen as an unavoidable cost that just needs to be paid. However, there are ways that you can make it more cost effective for your business. 

 

Do you know how much you currently spend on your print production, supplies and maintenance? 

Few businesses have a print strategy in place. As businesses expand they add more and more hardware in a reactive way, rather than considering the cost of everything separately. Employees tend to have their own personal printers at their desks. The thought is that these are more secure and economical than network multifunctional printers, but, this is not the case. 

 

How can we help?

Through our managed print services we can help you to gain visibility of the printing you currently complete and the amount you are spending on that printing. 

We will then review your current processes and implement new operations to ensure a smooth running of your business. These new processes will make your operations more sleek, efficient and cost effective. 

 

What does Managed Print Services involve?

When you choose to have managed print services you will benefit from having intelligent printers and copiers that will support your business. Your new printers and copiers will only use colour ink when necessary. They will track your print usage and provide reporting to show full details. You will not have to order ink or toner manually as your printer will automatically order this before it runs out. Engineers are on hand to fix any faults before they become a major problem to your business.

These printers and copiers are proactive and self-sufficient. You and your team will be able to complete your actual job roles, rather than spending time fixing small issues, ordering any required materials or wondering how much budget is required for your printing needs. 

What are the benefits of managed print for your business?

Reporting 

As we mentioned in the section above, reporting is one of the great bonuses of this technology. With these printers and scanners, you can track, analyse and allocate the cost of every document. This reporting provides you with improved accountability. 

Security 

With the use of a security code, every user can have private access to the printers and scanners. All confidential information will be protected, ensuring anyone without required access had no view of this documentation. 

Mobile Working 

Many businesses now have some form of remote working in place. With the technology of our printers and scanners your mobile workers can print to any of your devices in any location they choose. 

Automated Ordering 

Minimise the downtime of your printers and scanners! With our automated replenishment of ink and toner when your printer is starting to get low, you won’t have to consider reordering. You will have new ones before you run out. Our highly trainer engineers are also available to fix any issues on site so you will have reduced downtime due to issues. 

Eco Focused

As you will only have the ink and toner and paper you require, there is less wastage. All of our ink cartridges and toner cartridges are recyclable. Xerox is committed to responsible and environmental business practices. Our supplies recycling programmes have kept thousands of tons of supplies out of landfills. Find out more here.

Reduced Costs 

With managed print services, you gain fixed cost printing with our packages. As well as reducing the volume of printers needed, you can also monitor your usage and reduce as required. 

 

If only all office machinery were as proactive and self-sufficient! As a Xerox concessionaire, we have a product to suit every price point, with the option to lease or buy.

Contact us to find out more 

 

What joys, and/or frustrations do you have managing information coming into your business?

In todays business, we haven’t totally gone paperless and I imagine companies like yourselves are still receiving hard copy documentation, as well as electronic documents via email. The big question is how do you handle all of this? Could a digital mailroom be your answer?

If you looked into managing this yourself, many internal processes would have to be designed, to ensure information isn’t lost. You’d also need processes in place to share that information accurately and ensure it is still stored correctly. 

Perhaps our Digital Mailroom is the answer to the frustrations you have with managing information in your business. 

What is a Digital Mailroom?

A Digital Mailroom is a place where your incoming post is dealt with.  Then it is stored in the same way by everyone no matter what format it is received in.

Paper documents are scanned in  while emails can be automatically stored from an inbox. 

 

How can a DIgital Mailroom work for my business?

There are many benefits to having this solution in your business. Take a look at some below:

  • A reduction in postage – When everything is stored in one place and is easily accessible, it means everyone in the business can view what they need to, and nothing is required to be sent in the mail.  
  • A reduction in print – Documents can be stored electronically. Nothing is required to be printed and stored in a filing system. 
  • A reduction in physical storage – As no documents are required to be printed, less storage space is required. This reduces the amount of space required for the business. 
  • A reduction in staff costs – The amount of work opening and filing documents is reduced. There is little filing and manually posting of documents, then can all be completed electronically and automatically, reducing the volume of staff required in a manned mailing room. 

As well as the above points a digital mailroom can be tailored to suit any business and their processes and requirements. A good return on investment will always be seen by adopting a digital mailroom solution. 

How do I implement a Digital Mailroom?

If you are considering installing a digital mailroom in your business then we offer free process assessments that can help.  We will chat with you about how you currently work, understand the challenges you are facing and explain how an automated solution will streamline your processes. 

Once you choose to go ahead, we will ensure the solution is installed into your business correctly and embedded into your processes so you and your employees know how to use the software effectively. 

 

Next Steps

If you’d like more information please contact us info@dwsl.co.uk / 01444 462980

 

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What headaches do you have with Document Management?

Document Management

Document management has changed enormously over the past 40 years. Originally we’d capture information on paper, archive this paperwork into our storage solution (filing cabinet or even a storage unit). Then, whenever we needed that paperwork for ongoing use, we’d need to retrieve it and hope it had been filed accurately. 

 

 

 

 

 

 

 

 

 

Now we have wonderful solutions that allow us to digitise our paperwork. We can document everything on computers, email these documents to people who may need access and then file them away for future use digitally. We also receive lots of documents too, these documents also need to be analysed, and filed for records. This filing of the documents is still required to be accurate as we need to make sure we place it in the correct folder, with the right access for people, so anyone who needs to see it can find it easily. 

It is this filing of the documents we create and receive that can be the issue. There are often times when documents can be misfiled and therefore lost. One person may file in one area and another in another location, making it so much harder to retrieve when the information is required again. 

 

Retrieving Documents

Yes, it is easy to retrieve an email quickly if you know the content of what you are looking for and it can be fairly easy if the document has been filed electronically in the right electronic file. However, what if it is a PDF document? What if the document has been put back in the wrong file? Or if the file has been taken out of the office or somebody else has taken it? What happens if the files are kept offsite from the office or in different software applications like CRMs and accounting packages? What time is wasted in retrieving the information and what is the cost? This time is money spent by the business and stressful to the organisation. There are so many touch points with the filing of documents that it has to be logged as a risk to the company.

 

At DWS we’re not just about printing and copying the documents in paper format, we also have solutions to allow you to accurately share and file these documents too. 

When you have a document that you need to file, whether this is an invoice, personal information, client contract or anything else, then you can do it securely and accurately with DWS. 

 

Benefits of our document management system

Our document workflow solution enables you to scan a document on one of our Xerox machines and then intelligently index this document and put it into a suitable workflow. This enables you to have your documents stored securely, all in one place, with fully controlled access. 

More benefits for you to consider…

  • All of your documents will be automatically filed at speed with very little manual interaction
  • Information can be found immediately at the touch of a button on any device in the world. 
  • Total compliance and security of your information, meaning you don’t have to worry about theft of information on penalties for non compliance. 
  • The ability to share information and work on projects together at a distance. 
  • No need to store documents in the office or at a large storage facility. 
  • The ability to integrate all of your documents with your CRM, accounting package and any other third party software suites you employ. 

If you’d like to see how DWS can help you with your document management contact us today for a full, free office check. 

 

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Is your business as secure as it could be?

Has your business been impacted by a cyber attack? 

During 2022, 39% of UK businesses identified and reported a cyber attack on their company. These attacks ranged from common phishing attempts to sophisticated attacks such as a denial of service, malware, or ransomware attacks.

A significant portion of these businesses reported substantial financial losses within their organisations, due to these cybersecurity breaches. Specifically, one-third of surveyed organisations incurred losses ranging from £100,000 to £499,999 as a direct consequence. These findings come at a crucial juncture, with cyber attacks witnessing a noticeable uptick in frequency and sophistication.

The escalating capabilities of hackers, who continually leverage advanced technologies to enhance the intricacy of their attacks, emphasizes the critical need for businesses to enhance their IT security measures. In light of these evolving threats, organisations are urged to prioritise and enhance their cybersecurity efforts. They need to safeguard against potential financial and reputational damage.

Cyber Attack through IoT

How do hackers access your IT infrastructure?

As well as malware and phishing attempts, which are more widely known, there are also lesser known ways of accessing your infrastructure. Cybercriminals often look for previously unknown vulnerabilities in software or hardware that can be exploited before developers can patch them. The integration of modern technologies into office environments presents significant opportunities for hackers to operate. A substantial portion of these devices exhibit a notable lack of fundamental security features. 

This issue assumes greater importance in instances where manufacturers neglect to rectify these vulnerabilities, and when users fail to implement essential updates.

IoT devices, which are integral to many modern offices, often possess limited processing and storage capabilities when compared to traditional computing systems. This constraint poses challenges in the installation of robust security applications such as antivirus software. 

A substantial number of older models of IoT devices were not originally engineered with security considerations. This renders them incapable of receiving remote updates. Additionally, many businesses do not have security processes and procedures to monitor certain IoT devices. These devices could be printers, cameras, or television monitors. Concurrently, cybercrime has evolved to make it more accessible and cost-effective for hackers to acquire tools that facilitate high-volume, low-complexity attacks. These tactics are exceptionally effective at infiltrating a multitude of inadequately protected devices such as those mentioned above. 

 

The following is a well known example of a cyber security incident…

In 2019, cyber actors acquired data from a North American casino by compromising an internet-connected fish tank. The fish tank had sensors connected to a computer, which monitored the temperature, food, and cleanliness of the fish tank. The cyber actor was able to compromise the fish tank, gain access to other areas of the network through lateral movement, and steal data. The lesson here is anything within a business environment or home for that matter is vulnerable.

 

How can you ensure your IoT devices are more secure?

At Xerox security is of high priority. We understand that the impact of a cyber attack can be detrimental to businesses of any size. At Xerox we know a high volume of attacks can come from devices such as printers. 

Printers and multifunction printers (MFPs) are equipped with several secure print features to protect your organisation’s most sensitive data. Some of these features are shown below:

  • Documents are not released until the right user is at the device and scanned information is protected from unauthorised users.
  • Xerox also protects stored information, using the highest levels of encryption. 
  • Processed or stored data that is no longer required can be deleted using National Institute of Standards and Technology (NIST) and U.S. Department of Defense approved data clearing and sanitisation algorithms.

Xerox software and apps ensure digital data is safeguarded as you share it via the cloud and mobile devices. 

Prevent cyber attacks to your business

 

What should you do to prevent a cyber attack?

If you’re concerned about a security breaches or cyber attack that could arise from your IoT devices, contact us at DWS to find out more about how our Xerox devices can help your business. 

01444 462980

www.dwsl.co.uk

info@dwsl.co.uk

 

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Diversity, Inclusion and Belonging is an essential part of our DWS/Xerox DNA

What does Diversity, Inclusion and Belonging actually mean?

Diversity in the workplace means that employees consist of individuals who bring new perspectives and backgrounds to the table. This refers to who is represented in the employees in a particular company. Some examples of diversity would be gender diversity, age diversity, ethnic diversity, physical ability and neurodiversity and sexual orientation diversity. 

Inclusion means that everyone in the diverse mix of employees feels involved, valued, respected and embedded into the culture of the business. 

When a business is diverse and inclusive then all employees have a sense of belonging. Employee engagement increases as those who feel included and represented are more likely to feel committed to their place of work. 

 

Xerox and Diversity, Inclusion and Belonging 

Diversity, Inclusion and belonging are not just words on paper for Xerox, they are part of the core values and they way that Xerox does business. Through teamwork, professionalism, respect and inclusiveness Xerox creates an environment where people can achieve their goals and make clients more successful. 

Xerox understands that happy employees make the workplace, and having strong values around Diversity, Inclusion and Belonging ensures that there are new ways of problem solving and diversity of thought. 

 

 

How do we foster an inclusive workplace?

Xerox has one of the most diverse workforces in the world. Our diverse talent is well represented in over 160 different countries around the world and women are especially celebrated with many role models in the company. Xerox has strengthened their leadership capabilities allowing them to take the lead in diversity across the board. Xerox are fair and transparent when it comes to employment, enabling equal opportunities for all. 

 

What are the benefits of Xerox being a Diverse and Inclusive workplace?

Having such a diverse workplace enables Xerox to have the benefit of different ways of looking at the business. This leads to innovative breakthroughs for customers and more engaging work for the employees.

Employee engagement is paramount at Xerox and having such strong values around diversity and inclusion is just one way in which every member of staff can be heard and feel valued. This is critical to the success of the Xerox name.

As a workplace that does have such strong values, Xerox knows that they can lead the way in the industry and create a foundation where people can be themselves, reach their potential and add substantial value to the work that is completed around the world for all customers.

 

How do Xerox embed a culture of diversity and inclusion?

Xeros recognises that diversity and inclusion is an area which can’t just have values written on paper and not acted upon. Xerox works endlessly to promote strategies around diversity initiatives to embed them solidly into the company. 

Some of those strategies are outlined here:

  • Our balanced workforce strategy drives equitable people representation in all areas of our company, all around the world.
  • Our work-life programs assist our people in the many aspects of their personal lives. We are pleased that Xerox has been selected as a 2020 Best Companies for Multicultural Women by Working Mother magazine—an honor recognizing companies that create and use best practices in hiring, retaining, and promoting multicultural women in the United States.
  • We educate all of our people on diversity programs, policies and achievements. And, we ensure diversity, inclusion and belonging principles are communicated to all of our people.
  • We continually develop and evolve strategies that leverage diversity to gain a competitive global advantage and to drive market excellence.
  • Our supplier diversity program ensures we are actively committed to purchasing supplies and products from small and diverse enterprises.
  • We address diversity disparities by being transparent, identifying shortfalls and closing those gaps. Read our CSR Progress Summary.
  • We have multiple employee resource groups (ERGs) that focus on member development, engagement, belonging, support and community. These voluntary, employee-led, underrepresented groups foster a diverse, inclusive workplace and play a tremendous role in creating our company culture.

[source Xerox]

 

Awards

Xerox are proud that their values around Diversity, Inclusion and Belonging are recognised worldwide and have been privileged to be acknowledged with several awards, including:

“Best Places to Work for LGBTQ Equality” by the HRC Foundation’s Corporate Equality Index. Xerox has earned a 100% score every year since the survey’s inception.

Xerox has been recognized as a Certified Age Friendly Employer (CAFE) by The Age Friendly Institute

Xerox was also named Top 50 companies for Diversity.

Xerox has been recognised by Disability IN as one of the “2023 Best Places to Work for People with Disabilities”. 

Xerox has been recognized by VETS Indexes for our commitment to recruiting, hiring, retaining, developing, and supporting veterans and the military-connected community.

Xerox has been recognized by Black Enterprise for their unwavering commitment to creating a diverse work environment.

 

At DWS we are privileged to be associated with a company who are leading the way in having a diverse and inclusive workforce, who not only notices their employees but also goes above and beyond to listen to them and use the diversity for better success.

 

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Achieving your sustainability goals by choosing the right supplier – Xerox!

Here at DWS sustainability is our responsibility and our promise. As an authorised Xerox Concessionaire we align our values with Xerox. We’re proud of the steps Xerox is taking in preserving our environment.

 

Targets and Achievements 

Xerox aim to achieve carbon neutrality no later than 2040. Initially targets were set in 2003 and since then huge achievements have been made in achieving these objectives. 

  • Between the first baseline year of 2002 and 2016, 320,000 tons of carbon dioxide equivalent (CO2e) was eliminated
  • In 2016, a goal was created to reduce Scope 1 and Scope 2 GHG emissions by an additional 25% by 2025. This was achieved by year-end 2019.
  • The focus is now to reduce Scope 1 and 2 GHG emissions by at least 60% by 2030. This is against the company’s 2016 baseline, in line with the ambitious 1.5°C science-based global warming target. This means emissions will have reduced by 85% as compared to emissions in the company’s original 2002 baseline.
  • For Scope 3, the target is to reduce emissions by 35%. This equates to a reduction of over 300,000 metric tonnes of greenhouse gases.

Source – Xerox

 

Enhancing Processes

Xerox is a company initially built around printers and copiers. In todays world this has expanded to more digital forms of sharing and securing data. Introducing software such as DocuShare® and FreeFlow® has enabled Xerox and their customers to reduce paper consumption. However, Xerox still recognises there is an obligation to responsibly source paper and enable efficient paper use.

A partnership with Print ReLeaf has given customers the opportunity to contribute to reforestation. The  “You print one, we’ll plant one,”initiative was introduced. By using reporting they can equate the number of trees planted in reforestation in areas of need to reach sustainability targets. 

Chemicals are required during the printing process and throughout the years toxic chemicals have been removed. This reduces the flow of these harmful substances into our water and air and supports with sustainability.

In addition to chemicals other waste is produced therefore Xerox established measures to reduce waste. The collection and reuse / recycling program now results in millions of cartridges and toner containers returned for reuse or recycling each year. Through the Xerox Green World Alliance programme 2.1 million cartridges, toner and containers and other used supply items, equating to 4,400 metric tons have been recycled or reused. 

 

Sustainability Awards

This year Xerox was proud to achieve the ENERGY STAR® 2023 Partner of the Year Award for Sustainable Excellence.

ENERGY STAR Award Winners are recognised for their industry leadership in manufacturing and marketing energy-efficient products and services. They are also recognised for their commitment to devising and implementing strategies that generate significant savings in our home, structures, and facilities. All to establish a sustainable and healthy environment. 

 

iPad donated to Autism Support Crawley

Autism Support Crawley – Annual Golf Day

Golf Day – Ifield Golf Club – Rusper Road, Crawley, Sussex, RH11 0LN

Saturday 30th September – 10.45am – 11pm

 

Autism Support Crawley holds a special place in our hearts, as it’s a charity we’ve cherished for several years. Their unwavering assistance has been instrumental in our personal journey, motivating us to reciprocate with our own support.

Every year since 2013, Autism Support Crawley has organised an Annual Golf Day. A remarkable event that unites those who stand behind the charity’s mission and individuals who have a passion for golf. Together, we come together to raise funds for this exceptional cause

For the past 10 years we have supported this fantastic event. This year, we are sponsoring the first hole at the golf day. Additionally, we’ve contributed the top prize for their raffle, which happens to be an iPad. Our enthusiasm for this annual event is unchanged. Our commitment to supporting the charity remains steadfast throughout the entire year.

Autism Support Crawley 

Autism Support Crawley is a community designed to offer assistance and connection to adults aged 18 and above who fulfill caregiving roles for individuals on the autism spectrum, or those experiencing Social Communication Difficulties, whether they have a formal diagnosis or not. They support families across the counties of Sussex, Surrey, Brighton & Hove, and Kent.

Autism Support Sussex is characterised by its compassion, warmth, and a strong sense of support. It serves as a welcoming space where families and friends can comfortably seek answers to their queries. As well as exchange valuable information, and engage in relaxed conversations.

Autism Support Crawleys primary mission is to provide parents and caregivers with a platform to exchange valuable information and guidance. Every month they host a coffee morning. The aim of this is to give parents and carers an opportunity to share information and advice. They can also offer and receive informal support and have the chance to meet with other parents and carers. Autism Support Crawley encourage the sharing of informal support and foster connections among parents beyond the confines of their group. Occasionally, they feature guest speakers and professionals who deliver updates and insights. They also engage in discussions about their aspirations for their children and young adults, brainstorming ways to create opportunities that align with their vision.

Their inclusive community extends its embrace to parents and caregivers of individuals with autism or those facing social communication challenges, whether they possess a formal diagnosis or not. Furthermore, they maintain a closed Facebook group, alongside public profiles on Instagram, Facebook, and Twitter to keep their network connected and informed.

Our Mission

It’s our mission to elevate the profile of this fantastic charity to support them on their journey, to provide more support to families and carers across the South East of England. We aspire to inspire other local businesses to engage with this cause, whether this is through amplifying awareness, extending financial assistance, endorsing event sponsorship or even volunteering as professionals or speakers at one of their coffee mornings. 

To find out more or to support Autism Support Crawley please click here to view their website, send an email to admin@autismsupportcrawley.co.uk or call 07596 737741.

 

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Document Processes and Workflows

What will help your organisation reduce overheads and improve productivity? Well defined business processes with the ability to effectively store documents and control them in an automated workflow.

How do we know?

We’ve been implementing our document management system DocuWare long enough to understand how the solution can improve your business internally and for your customers.  We know what works and what changes can be made to enhance customer service and employee satisfaction.

A business process is a series of steps taken in a certain order that once complete, achieves a particular goal. A workflow however describes the automation of these processes and the tools or software used to oversee the sequence of tasks.  A company runs on processes across all departments, but making them work as efficiently as possible is where our solutions can help.

At DWS we will work with you to understand every step of your processes and use our Workflow Manager to connect each step with an action. These actions are based on employee decisions and your business rules.

Well Documented Processes

Well documented processes are perfect for transferring into a digital workflow. If a process already has defined steps, these can be replicated in DocuWare with the same rules applied.  A document can be easily tracked throughout its lifecycle and archived when it no longer needs processing.

If you need some help in determining your processes, we can happily go through this with you using our process planner.  To get the most out of automated workflows it’s a good idea to have everything properly planned out before you make the move to digital.

Workflow Management

With workflow management, complex processes are mapped and managed. A variety of scenarios can be included for processing tasks, with information added from different sources.  If a task is assigned to a member of staff who is on holiday, a number of other employees can be added in as the next in line to complete the task instead.  You decide which conditions are applied to each task, such as an invoice for over £5,000 must be directly routed to the Head of Finance, rather than the Finance Assistant.

Capture

Accurately capturing the data that’s entering DocuWare is vital.  For a workflow to function well it relies on processing information, so making sure the data is correct from the beginning is an important step. DocuWare’s Intelligent Indexing automatically captures data from scanned documents and uses it to populate index fields.  These index fields are how a document is described and classified to ensure it can be found and assigned correctly.

Tasks

Tasks are those parts of the process assigned to an individual or team to ensure the workflow can be completed.  With DocuWare, tasks can never ben missed when they are automated and included in the workflow.

Example

1. An invoice is received and is added to the digital cabinet for incoming invoices.  The workflow is triggered.

2. A digital task has been created and DocuWare checks the invoice against a previously stored purchase order.

3. The invoice is forward to Accounts Payable.

4. The invoice appears as a task for the Accounts Department, is checked and if correct, assigned to a cost centre and then moved on for approval.  If incorrect, a task can be created for another team member to investigate further.

Documents are important to all organisations, each having a part in your processes as well as triggering tasks to be performed.

How Well Do Your Processes Work?

Do you have trouble with lost documents, mis-paid invoices or lost orders?  All this can be avoided by implementing a document management system with automated workflows.  Your processes will run more smoothly, the data will be more reliable and employees will be more efficient.

Our clients see a Return on Investment almost immediately with the biggest gain being time to invest into more productive areas of the business, rather than chasing missing invoices or managers for approval.

Can your business afford to carry being inefficient with no transparency?  Or do you need to make change today?


Book a FREE Proces Assesment