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Optimization of workflows thanks to PaperOffice DMS


Alexander Staruk, Chief Financial Officer at the Mennonite Brotherhood Bielefeld e. V.

Pro tip

Industry
Church

Region
Bielefeld, Germany

Departments
Finance, Accounting

Website

https://mb-bielefeld.de

The Challenge

The Mennonite Brotherhood Bielefeld e. V. (Heepen / Oldentrup / Schildesche) is a Protestant free church whose roots go back far into the past. This Bielefeld Mennonite Brotherhood was founded in Zurich during the Reformation movement in the 16th century. Today's Mennonite Brotherhood Bielefeld e. V. (Heepen / Oldentrup / Schildesche), which includes over 1000 community members.

PaperOffice DMS is used by the municipality to support the volunteer members, especially in archiving documents, assigning workflows and accounting in the home office.

Starting position

In an association that includes the Mennonite Brotherhood Bielefeld e. V., there are quite extensive administrative tasks that are all carried out by the members on a voluntary basis.

This affects both the account management of the more than 1000 members and the audit of accounts for various construction projects of the municipality or the processing of incoming donations.

Brethren Church in Brake Bielefeld
Digitizing documents saves time and money

Existing issue

Until the use of PaperOffice DMS, selected members were entrusted with the various administrative tasks, whereby it was largely left to the respective members themselves how and in what time frame the work is done.

A digital network and overarching software was not used. Instead, tradesman invoices that needed to be checked were taken home to be checked manually. It also happened that nobody had time and then the bill was initially left on the table.

In the course of digitization, communities are now confronted with countless documents, emails and other concerns via email. However, this flood of e-mails can hardly be managed manually.

The consequences were long-winded processing times and inefficiencies in processing, retrieving and forwarding the necessary documentation. Accordingly, the municipality went in search of digital document management.

As a result, there were repeated delays in transferring the outstanding amounts to the companies commissioned. Reminders were issued with additional costs and the discounts granted could not be used. It is understandable that the community's reputation suffered as a result.

Alexander Staruk, Chief Financial Officer at the Mennonite Brotherhood Bielefeld e. V., was looking for a solution to the problem, whereby consideration was also given to digitizing all of the municipality's administrative tasks, which had previously been largely analogous.

Content

Why the Mennonite Brotherhood chose PaperOffice DMS

Mr. Staruk first examined various software offers in relation to document management and ultimately decided to test PaperOffice DMS for six months.

PaperOffice DMS offers exactly the requirements that Mr. Staruk was looking for. This includes:

  • Availability: Central and easy access to all this relevant documentation and the ability for multiple parties to collaborate on the same document.

    An internal, central storage that all members with administrative tasks can also access from home. The data should not be stored in a third-party cloud or on a single-user computer.

  • The solution: Synology set up a NAS, a network attached storage, in the community center, on which all data relating to the association and its members are stored using PaperOffice DMS.

    Mr. Alexander Staruk realized early on that there was no way around digitizing his community:

    "We just moved the work forward and now we have a head start."

  • Agility and automation of administrative tasks: The software must make it possible for tasks to be distributed over the network and also for them to be processed by the respective club member.
  • The solution: PaperOffice DMS has a comprehensive workflow function that enables the assignment and processing of complex processes and the control of document information and tasks efficiently by the company.

    Digital user authorization and password confirmation included.

    At the same time, all members concerned are informed about the processing status. Version storage makes it possible to trace which processing steps were carried out when and by whom.

  • Retrievability and time savings: A simpler way was sought to digitize analogue documents and to make them easily retrievable if necessary.
  • The solution: It is the core segment of PaperOffice DMS, the digitization of analogue documents. All you need is a scanner with an interface to the computer and PaperOffice DMS. Documents are not just scanned. If necessary, they are converted into editable text by integrated OCR software and automatically saved correctly.

    A keyword index set up by the artificial intelligence PIA ensures that every document can be found via the internal search engine, even if the user hardly knows anything about the document.

  • Practical and understandable: The software should require as little training as possible and at the same time be prepared for the future.
  • The solution: The use of PaperOffice DMS can be learned using free training videos and tutorials.

    No external and expensive "consultants" on site and no one has to travel anywhere for training. Everyone can define the time frame for learning the menu navigation themselves as required and in terms of the future, PaperOffice DMS is well positioned thanks to its modular structure.

PaperOffice DMS met all the required criteria.

Why the Mennonite Brotherhood chose PaperOffice DMS

Mr. Staruk first examined various software offers in relation to document management and ultimately decided to test PaperOffice DMS for six months.

PaperOffice DMS offers exactly the requirements that Mr. Staruk was looking for. This includes:

  • Availability: Central and easy access to all this relevant documentation and the ability for multiple parties to collaborate on the same document.

    An internal, central storage that all members with administrative tasks can also access from home. The data should not be stored in a third-party cloud or on a single-user computer.

  • The solution: Synology set up a NAS, a network attached storage, in the community center, on which all data relating to the association and its members are stored using PaperOffice DMS.

    Mr. Alexander Staruk realized early on that there was no way around digitizing his community:

    "We just moved the work forward and now we have a head start."

  • Agility and automation of administrative tasks: The software must make it possible for tasks to be distributed over the network and also for them to be processed by the respective club member.
  • The solution: PaperOffice DMS has a comprehensive workflow function that enables the assignment and processing of complex processes and the control of document information and tasks efficiently by the company.

    Digital user authorization and password confirmation included.

    At the same time, all members concerned are informed about the processing status. Version storage makes it possible to trace which processing steps were carried out when and by whom.

  • Retrievability and time savings: A simpler way was sought to digitize analogue documents and to make them easily retrievable if necessary.
  • The solution: It is the core segment of PaperOffice DMS, the digitization of analogue documents. All you need is a scanner with an interface to the computer and PaperOffice DMS. Documents are not just scanned. If necessary, they are converted into editable text by integrated OCR software and automatically saved correctly.

    A keyword index set up by the artificial intelligence PIA ensures that every document can be found via the internal search engine, even if the user hardly knows anything about the document.

  • Practical and understandable: The software should require as little training as possible and at the same time be prepared for the future.
  • The solution: The use of PaperOffice DMS can be learned using free training videos and tutorials.

    No external and expensive "consultants" on site and no one has to travel anywhere for training. Everyone can define the time frame for learning the menu navigation themselves as required and in terms of the future, PaperOffice DMS is well positioned thanks to its modular structure.

PaperOffice DMS met all the required criteria.

After the six-month test phase, the Mennonite Brotherhood Bielefeld e. V. our PaperOffice DMS and is so satisfied that she recommends the software to other congregations in her church.

FAQs

Finally, we answer a few more frequently asked questions on the subject "Mennonites
Bielefeld Brethren Church":

What tips would you give future PaperOffice users?

It is never too early or too late to deal with the topic of digitization.

The most important thing is to get an idea of ​​the software but also of the company itself. It was important that we didn't feel compelled to purchase the software or sign up for any service and support packages.

Even before we acquired PaperOffice DMS, we spoke to all departments of the company and never felt badly treated. On the contrary: PaperOffice has a nice, courteous and competent team.

For us as a church it was very important that the software is easy to understand but comprehensive.

Who would you recommend PaperOffice to?

We will recommend PaperOffice to our brothers in the church. But also to all other communities and companies who would like to digitize and automate.

What do you particularly like about PaperOffice?

We are very satisfied with everything.

Conclusion

PaperOffice is a lightweight yet powerful document management system.

Functions that seem meaningless at first, such as the automatic reading of document content, turn out to be the most important functions that you don't want to miss any more over a longer period of time.

"I'm glad I chose PaperOffice, because in the end I got an optimal system, which we can not only administrate ourselves, but also for a fraction of what other manufacturers charge."

Thats what our customers say

Case study

The digital path of patriarchy with PaperOffice DMS

"We are delighted after a year and a half of work and yet we have not yet fully exploited this fantastic masterpiece."

Pedro Silva
Administrative Assistant of the Patriarchate of Lisbon