Today’s BPM for Small and Mid-Sized Businesses

Benefits and results:

• Nearly 100 hours per month of employee time is saved from searching and printing documents and is now spent on more business-critical activities;
• Substantial savings: company no longer needs to do daily air express shipments of documentation to headquarters—company estimated that solution would pay for itself in eight months;
• Security of documentation is better;
• Improved efficiency, reduced hiring requirement despite opening of new offices; and
• Company has made dramatic strides in reaching its corporate initiative to "go paperless."

4. Pennsylvania-based school district with 7,000 students and 500 teachers.

The challenges:

• Manually registered upwards of 5,000 students at the beginning of each school year—it was becoming overwhelming for the administrative staff;
• Documentation, student photos and other information provided by parents was copied multiple times for various departments within the district and stored in file cabinets each year;
• Large volume of paper documents, running out of storage space, needed a new room or building to house file cabinets; and
• Hand-written information with manual processing created errors.

The solution:

• Digital student registration. BPM enabled through a new ECM system that included workflow initiation through scanning student documents into a multifunction device (MFD);
• Student registration information is routed and completed through the system—may be selectively stored in different locations, for example a student’s medical forms stored to a HIPAA-secure folder for physician access only;
• Alert system is triggered if registration process is not completed within 30 days. The system pulls the parents’ phone numbers and notifies them if additional documentation or paperwork is due back to the school; and
• Enables parents of students to fill out registration e-forms via school portals.

Benefits and results:

• Process that used to take two to three weeks for each student now takes 30 minutes;
• No need to build new space to house paper-based files;
• School district can now place staff resources where they are needed, and are more productive;
• Save substantial amounts of time, money, materials and energy; and
• Enabled the school to support its goals to operate in a more "green" or "eco-friendly" fashion.

As more small and mid-sized organizations take advantage of affordable, easy to deploy and use BPM systems, they will enjoy the benefits of providing better service to existing customers while gaining back time to serve additional customers.

These organizations could not gain the efficiencies, savings and competitive advantages of BPM without a flexible, extensible ECM platform in which to store the transactional business content that is central to the process automation. 

The Xerox DocuShare Story
Xerox DocuShare is a proven, award-winning, affordable content management software platform known for delivering excellent functionality and value.

Used by thousands of companies and millions of people to capture, share and store all business-critical content—from paper-based documents to emails, blogs and images—DocuShare and DocuShare CPX also enable business process automation and BPM capabilities that dramatically reduce the amount of time and resources spent on day-to-day, document-driven business functions.

Companies using Xerox DocuShare have realized tremendous benefits and ROI, including:

• Up to 80% reduction in the amount of time it takes to find critical information;
• Business process automation/BPM that standardizes processes, improves accuracy, reduces the need for human capital and improves compliance;
• Up to 50% operational savings by conserving resources such as human capital, paper, toner, energy and air express shipping;
• Carbon footprint reduction;
• Minimal impact on IT resources and systems;
• Excellent ease of use; and
• Fast deployment and rapid adoption.

For more information, visit docushare.com or call 800-735-7749, where you can receive:

• New video case studies, including:
  • 13th District Court of Florida;
  • Dibble and Miller Law Firm; and
  • OwnerGUARD Insurance Services.
• White papers, including An SMB’s Guide to ECM Software;
• Live Web demos—learn what DocuShare ECM can do for you, and see why it’s one of the easiest, most cost-effective ECM solutions on the market today; and
• Free 30-day trial—try DocuShare for free and see how quick and easy it is to get started.