York College serves 13,000 students and is North Yorkshire’s largest provider of education and training for 16 -19 year olds.
In 2007, York College moved from five buildings to one central campus, and while the new campus had many advantages, document storage space was not one of them. They knew they needed a better solutions.
The College also needed to have tamper free storage to meet legal requirements, advance the transparency of their workflows, improve ways to share information and reduce document searching times.
DocuWare was chosen because it met all of the College’s requirements including ease-of-use, flexibility and price.
DocuWare was implemented across the Finance Department where thousands of invoices and purchases orders needed better organisation.
Now, a barcoded sticker containing a unique Purchase Invoice number is placed on the document and invoices are batch scanned into DocuWare.
Once the barcoded number is added to the accounting data record, the information is completely synchronised with DocuWare
and the accounting system.
In the Human Resources Department, the solutions security features are used to ensure only staff with specific access rights can view confidential information including application forms, play slips and contracts.
DocuWare is also used in the Student Records Department and integrates into the third party software UNIT-e.
Document storage needs were dramatically reduced making for an easier move, with thousands of documents stored digitally.
Automatic indexing of scanned documents and integration with existing systems has meant consistency and improved document accessibility.
Enhanced document security means only users with authorised access and view documents.
Staff at the College have seen the long term benefits that DocTech solutions have provided, and how quick document retrieval has simplied their workload. Our relationship continues to go from strength to strength and we're grateful to the trust they have put in us.
were created by back scanning in bulk before the college moved.
spent looking through files to find the information the need. DocuWare's digital files take seconds to retrieve compare to hours with paper files.
“Once we moved our documents into DocuWare, we had a massive reduction in our physical document storage requirements which made our move and continued residence in our new campus work brilliantly. The storage and retrieval of documents is so painless and has really streamlined our workflow.”