Docukit Case Study for Property Management

Posted on

Organized Storage of Documents

  • Paper documents converted into digital files can be indexed by manual entry, drop down menus or OCR data capture.
  • Assign documents to tenant and owner folders with up to eight index tags each for easy search and retrieval.

Archive Different Types of Documents from Lease Agreements to Photos

Access Documents

  • Maintenance requests or agreements can be accessed remotely with a smartphone or tablet.

Improved Collaboration

  • Documents can be shared with multiple users in multiple locations.  

Version control 

  • Maintain all previous versions and allow only one user to check out a document for revision at a time.

Rules-Based Workflow Module

  • Streamline and speed up processes such as maintenance requests, purchasing, employee and subcontractor onboarding and, lease application approval.

Enhanced Security

  • Each user is assigned multi-level access privileges.
  • Documents are encrypted with the included SSL Certificate. 

A company that owns two apartment complexes in different parts of the city wants to streamline their document archiving and internal processes.  The company would also like the property managers of both complexes be able to collaborate on asset management (i.e. equipments and supplies) and forms management (i.e. application and lease agreement forms).

With Docukit, documents can be index tagged using drop-down menus, zonal OCR or by manual input.  These are then archived into a single secure repository. The documents can be easily searched and retrieved remotely, by authorized personnel only, with office computers or smartphones and tablets.  Documents are encrypted with the included SSL Certificate for enhanced security.

Internal processes such as maintenance requests may be submitted to the workflow module for efficient tracking from the request to the approval, materials requisition and report of completion.  The workflow module is also utilized for other processes such as employee and subcontractor onboarding and, lease application approval.

Updated forms such as Lease Applications and Agreements are managed by our version control function.  Docukit keeps the current versions at the forefront, while storing all the previous ones.  

The result is a much more efficient and organized document archiving system that helps save time and money while empowering the employees to improve customer service.

Docukit Case Study for Law Firms

Posted on

How Docukit Can Help Law Firms

Enhanced Security

  • Only users with the proper credentials can view sensitive documents, reducing the risk of a breach.
  • Documents are encrypted with the included SSL Certificate

Search and Index

  • Convert your hard paper copies into searchable digital files with our built-in Automatic / Integrated OCR Software and reduce the time spent retrieving documents.

Organized Storage of Case Records

  • Assign documents to case folders, with up to eight index tags each.
  • Search the folder or top-level folder for keywords such as the client name or docket number
  • Add notes to documents to share with other users.

Version Control

  • Our audit trail allows you to see when files were edited and by whom and stores all versions of the edited document, while keeping the latest at the forefront

Access Documents

  • Access and edit your case files from any web browser or remotely with a smart phone or tablet – no apps required!

Rules-based Workflow Module

  • Streamline and speed up processes such as onboarding and assignment of tasks and approvals

A law firm wants to transition from a heavily paper-based archiving system to a digital one. The various documents needed to be archived include attorney’s notes, briefings, court forms and billable receipts and email attachments. 

With Docukit’s Secure Access module, only pre-authorized user(s) with multiple levels of privileges can access the documents. Security is further enhanced with encryption by the included SSL Certificate. 

Each document is converted into searchable digital files with our built-in Automatic / Integrated OCR Software and is index tagged for easy search and retrieval. Docukit’s version control function manages edited and annotated documents by keeping the current version in the forefront while storing all previous versions. 

Assignment of tasks and approvals such as document requests can also be made more efficient by the 

workflow module. An attorney can submit a document request that is routed through a series of paralegals and associates, with a deadline for each step, until completion. The hiring process can also be streamlined by the workflow module. 

The result is a more efficient document archiving system that allows secure in-office and remote access, thus increasing employees’ productivity.

Docukit Case Study for Employment Agencies

Posted on

How Docukit Can Help Employment Agencies

Organized Storage of Digitized Documents

  • Convert your hard paper copies into digital files with our built-in Automatic / Integrated OCR Software
  • Manage documents electronically and categorize and name each file with up to eight tags each.
  • Add notes to documents to share with other users.

Search and Index

  • Search the folder or top-level folder for keywords such as the applicant’s name or skill set.
  • Reduce the time spent retrieving documents.

Version Control

  • Our audit trail allows you to see when files were edited and by whom and stores all versions of the edited document, while keeping the latest at the forefront.

Rules-based Workflow Module

  • Streamline and speed up the applicant evaluation process.

Enhanced Security

  • All files are securely archived and access to files is based on user permissions.
  • Documents are encrypted with the included SSL Certificate.

A local employment agency is overwhelmed with the volume of documents being processed and needs a faster way to retrieve critical documents. With Docukit, the full life cycle of documents for the employees’ engagement with multiple employers can be easily managed—everything from new hire documents, references, background checks, job location preferences to the recruitment placement process for identifying potential new employees.

Using an applicant’s name or phone number, the agency will have the ability to quickly view all files associated with the applicant. Should the employee wish to pursue new employment, the agency can simply forward his application and files to the new account manager through Docukit’s built-in workflow module. The new account manager will now have access to all the files and be able to determine placement options.

Docukit Case Study for Contractors

Posted on

How Docukit Can Help Contractors

Organized Storage of Documents

  • Paper documents converted to digital files may be indexed with manual entry, drop down menus or OCR data capture.
  • Assign documents to project folders with up to eight index tags each for fast and easy search and retrieval.

Archive Different Types of Documents from Texts to Maps

Access Documents

  • Documents may be accessed remotely with a smartphone or tablet via the internet.

Improved Collaboration

  • Documents may be shared with multiple users in multiple locations.  

Version control 

  • Maintain all previous versions and allow only one user to check out a document for revision at a time.

Rules-Based Workflow Module

  • Streamline and speed up processes such as purchasing, billing and subcontracting.

Enhanced Security

  • Each user is assigned multi-level access privileges.
  • Documents are encrypted with the included SSL Certificate. 

An Installation company wants to digitize their documents into a single repository for secure and organized storage for easy search and retrieval.  The documents for each project include handwritten notes, location maps, photos with notations, quotes and contracts.

During the course of each project, the documents get notated at different points to document progress and conversations.  Docukit’s version control function manages these changes by keeping the latest version at the forefront while storing the previous versions.

Purchasing, billing and the hiring of subcontractors can be submitted to rules-based workflows to streamline and speed up internal processes.

While at a jobsite, the contractor may pull up documents to address the workers’ or the customer’s inquiries via the internet with a smartphone or tablet.

The result is a much more efficient document archiving system, thus increasing employees’ productivity and improving customer service.

Docukit Case Study for Government

Posted on

Office Efficiency for Government

A Docukit Case Study

Infrastructure Government Agency

The government agency is involved in the planning, implementation and monitoring of public and private infrastructures including, buildings, roads, highways and the like under the constitution of NCR region. Since the agency is governing the construction policies and implementation, it is receiving and processing numerous and voluminous number of documents such as contracts, plans, bidding documents with attachments that are almost as thick as a book and the like that sometimes comes in the office on a daily basis.

Coverage of the Study

Docukit focused on identifying the pain points and challenges of the agency that has relation to document management just within the IT department. Thus, all their procedures must be anchored to the main office as the study covers the IT department of the agency’s NCR region.

Challenges

  • Physical documents are hard to retrieve since these are being archived manually in a physical storage especially with documents that have retention period with ongoing transactions and authenticated with signature
  • Employees’ limited access to documents
  • Difficulty on sharing documents

Challenges Existence and Implications

  • Due to the manual process that has to be followed
  • Certain laws need to comply
  • Restriction to employees who aren’t eligible to view and share
    specific document

Given the agency’s challenges and the reason of their existence, the process on providing needed documents is prolonged from the time of searching, accessing and sharing to eligible employees up to manual approval and releasing of documents.

Solution Opportunity

Initially, the agency found Docukit to be helpful in achieving efficiency and productivity in the IT department with its feature
that would mitigate pain points, from making the process of document searching and retrieval easier and faster (compared to
manual search and retrieval) to employees.

Implementation

Docukit has been integrated to the agency’s IT department server. Aside from utilizing the digital archiving features of the product (that includes searching, sharing and employee access and control to the digital copy of documents), it’s also being used as an offline back-up storage for contingency purposes. From there, eligible employees can now easily search, view and share digital copies of documents.

Product Experience

  • Easy to use
  • Easier to create reports in excel
  • Employee can dedicate additional time in doing other tasks
  • After sales service is satisfying and responses to concerns are fast

Key Results

Docukit helps the agency in mitigating functional challenges:

  • Easier searching and retrieval of documents
  • Faster and eligible sharing of documents within the team member
  • Employee can dedicate additional time in doing other tasks