| Università di Milano |
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The Human Resources department is responsible for the payroll documents of appr. 4,500 employees. Around 5,000 documents are generated or received per month. With DocuWare, paper documents are scanned, manually indexed and then stored in the central document pool. Employees, who on average need payroll and other information twice a month, now have direct and quick access to their personal records via the Intranet. Instead of generating 9 meters or 29 feet of paper per year, all documents now fit neatly on just one MO disk. |
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| Country: |
Italy |
| Industry: |
Education |
| Application: |
Human Resources |
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Solution Requirements
The Human Resources department is responsible for the payroll documents of approximately 4,500 employees. Each colleague needs to access information regarding their payroll about twice a month. In the past, searching for the respective documents was time consuming. To facilitate the communication process, the HR department wanted to be able to send copies of payroll documents to employees directly via e-mail. A document management solution was needed that would operate with their existing payroll application. The solution should reduce space requirements and paper consumption, as well as delivery time and costs. Documents need to be shared between colleagues and all the legal regulations for record keeping, i.e. a retention period of 10 years had to be met.
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| Solution
All relevant documents are filed centrally in one DocuWare file cabinet.
At first, the HR department sent requested documents to employees via e-mail. By now, all employees gain immediate and fast access to relevant documents in the file cabinet themselves. While the four users in the HR department have direct access to the system, the other employees are using the Internet Server access to check their records. |
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Work Process
Paper documents are scanned, manually indexed and then stored in the document pool. The documents generated by the payroll software are automatically stored as spool files when they are printed. The index terms are taken directly from the spool data. Documents are stored on a central server. For long-term storage, MO disks are used. |
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The Benefits in Detail
Introducing a DocuWare document management system has proven beneficial for all 4,500 colleagues at University of Milan. Employees, who on average need payroll and other information twice a month, now have direct and quick access to their personal records via the Intranet. Necessary documents can be sent via e-mail. Retrieval time for the HR team has decreased significantly, leaving more time for other important work. While budgets are disburdened significantly in terms of costs for retrieval, photocopies and delivery, employees feel that their personal data are in competent hands.
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