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Post Event Summary: Launching docuvita Document Management System in the Greek Market

 

Early in November, HumanI and docuvita hosted the first Human Resources (HR) Digital Transformation event in Athens/Greece. It was a huge success. More than 60 HR Managers from leading Enterprises came together to explore the future of HR in the digital era. The event provided the audience with clarity and insights on achieving positive transformation in the workplace with the docuvita document management system (DMS).

Grigoris Lemonis (HumanI) brought his experiences as an HR Recruiter and HR Director, discussing the structure of the HR departments today and the technologies they should use in order to evolve to a strategic business partner. His speech presented the current HR teams as overburdened administrative departments that still work with paper and Excel sheets, without strategic weight. Rather than push against digital personnel files and therefore the automation of HR processes, he encourages harnessing the technologies to explore the digital possibilities to promote themselves to strategic business partners. For example, the docuvita DMS provides easy ways to boost connectivity between employees, automation of HR processes and above all the possibility of making informed decisions about HR strategies. Coming to the conclusion that digitalization doesn’t detract from HR values – it offers new pathways for those values to be upheld.

docuvita presented how its DMS supports the digitization of personnel files throughout the HR processes and thus enables the automation of many administrative, like On-boarding and Off-boarding, that were previously handled manually. This leads to a reduction in the workload of HR teams and concentration on strategically important aspects, like recruiting, employee development and company structure.

docuvita DMS renders the HR able to adapt easily to the new generation employee way of life, the talent market and competition, causing a more productive, efficient and healthy working environment. Ultimately, the HR departments are empowered by docuvita evolving to a true business partner within the company.

We wanted to share some of the highlights with you through photos, as a picture speaks a thousand words.

HR Digital Transformation Event, Athens/Greece Marcus Ehrenburg, Grigoris Lemonis, HR Digital Transformation Event, Athens/Greece Grigoris Lemonis, HR Digital Transformation Event, Athens/Greece

 

So, what did we learn? Overall, here are the key takeaways: 

  • Awareness of individual, social and organizational needs are paramount for effective, meaningful transformation.
  • HR departments are poorly equipped technologically. The docuvita DMS makes the digitization of personnel files easy.
  • Digitizing employee files will allow the automation of routine activities in the HR teams. This will create space for strategic tasks, such as employee and organizational development.
  • Digital Transformation Strategy is vital for turning the HR departments into strategic business partners of their organizations.

If you are interested in digitalizing your HR processes, then do one of the following things (or all of them):

  • Contact docuvita via the Contact Form
  • Connect with Us on Linkedin to keep you update with all the developments
  • Contact me directly – especially if you’re interested in showcasing docuvita document management in the HR departments.

 

Maria Argyti, International Business Development Strategist, docuvita GmbH & Co. KG

 

HR Digital Transformation Event with docuvita and HumanI

HR Digital Transformation Seminar in Athens

The Digital Era is already here. The smartphones, the use of social media and information being “just a click away”, means that digital transformation has already occurred in our everyday life. The Homo Digitalis is the new type of professional. Companies need to introduce policies and systems that allow for remote working, virtual teams, nomad services, and mobile applications that at least offer flexibility in working hours, in the flow of information and the organization of work.

HR people need to embrace and facilitate the digital transformation of work.

HumanI celebrates the cooperation with docuvita and invites the HR community to a short journey into HR automation.

In these 3 hours we will showcase how docuvita supports organizations: How a simple scan of the employee documents automates their archiving and classification into an electronic file structure; making them easily accessible, searchable, and traceable on demand. We will also see how docuvita integrates with Payroll, Human Resources Management Systems (HRMS) and ERGANI to feed the employee data into these applications, automatically. Say goodbye to paper-driven HR processes!

We will come to realize how the role of the HR Administrator transforms into an operational flow development Consultant, and how this frees up time and space, offering easy-to-use information for more creative HR! Because in reality there can be no digital transformation without automated processes.

Event Agenda:

  • 18:00 Arrival and registration
  • 18:30 – 19:00 The challenge of Digital Transformation for HR departments
  • 19:00 – 20:00 docuvita document & workflow management system demo
  • 20:00 – 20:30 Q&A
  • 20:30 – 21:30 Cocktail

Speakers:

Maria Argyti is the Business Development Strategist for South East Europe at docuvita. She began her career with Armonia ERP Solution and moved on to Microsoft and Oracle, gaining a unique blend of experience at the intersection of sales, technology, and industries. She also established herself in the International Markets as a Business Development Expert. Being passionate about positioning modern technologies achieved remarkable results in introducing in the European Markets modern solutions like document management systems to resolve real-life business issues. Currently working as a Business Development Strategist for docuvita GmbH Co. & KG she is known for its sales track record, fostering strategic relationships & partnerships in EMEA region.

Helge Lenuweit is the CEO and founder of docuvita, a leading document management system in Germany and Switzerland that enables companies to harness the power of information deriving from documents. After graduating from Frankfurt University with a degree in Business Administration & Commercial Information Technology, he worked as a consultant and software developer for document management systems in enterprise companies. In 2004, after the .com crisis, Helge started docuvita. He had the vision to develop an affordable document management system, which can manage any type of document, coming from any source. docuvita has since grown into an Information & Workflow Management system with more than 62 partners in Europe.

Grigoris Lemonis is the Founder of Human Intelligence (HumanI), specializing in Executive Search but also HR digital Transformation. He is a seasoned HR professional with an Occupational Psychology Background and more than 16 years of experience in major Greek and multinational companies such Coca Cola HBC, ELBISCO SA, Hellenic Steel SA, Atlas Copco Group, and NGOs such as SCI and IRC with local and regional roles. Grigoris was also active in HR consulting as the head of Alpha Consulting Training and the BU Manager of Manpower Professional Executive Search. He has a true passion in the executive search of C- level and mid-level executives. A true believer in people’s potential and very much involved with the HR society being elected as a member of the Board of the Greek People Management Association and being the financial registrar for 6 years.

Register Now for November 7, 2019

Book your spot today, as spaces are limited! 

Venue: Triaena Business Centre, 1st Floor, Messogion 15, Ampelokipoi, Athens – Greece.

Available parking: Messogion 17. Price is 5 euros. Please mention that you come for the HumanI Event.

docuvita Partner Day 2019

docuvita Partner Day 2019 in Winterbeg

 

About 50 docuvita Partners followed the invitation to Winterberg for the Partner Day 2019. It was the 11th Partner Day in the company’s 15-year history and the location was once again unique. Winterberg is Germany’s largest ski resort north of the Alps and known for its bobsleigh, luge, and skeleton track, which we have visited.

bobsleigh, luge, and skeleton track in Winterberg, visited at docuvita Partner Day 2019

 

docuvita Software developer Sebastian Karbe (front) and Gerd Schäffer, CEO of Gold Partner docuvita solutions GmbH, took a seat in a professional race bobsleigh.

 

In the evening, the 15th birthday of docuvita was celebrated in a local craft beer brewery including a guided brewery tour.

Although we had a lot of fun, business didn’t come short. CEO Helge Lenuweit  showed docuvita’s development in the past year and looked to the future. In addition, the most important enhancements of the docuvita Document Management System were demontrated by software developers.

The close collaboration with our partners is a prerequisite for adding value to the docuvita Document Management System. Therefore, partners got the opportunity to present new solutions that work together with docuvita, for instance document recognition using Artificial Intelligence.

Guest Speaker Bernhard Lindgens from German Federal Central Tax Office is a specialist for tax fraud. He presented tax-relevant aspects of digitalization, e.g. the importance of process descriptions, digitization of documents and electronic invoices. A very important topic, which led to a lively discussion.

We are looking forward to the Partner Day 2020!

       Mike Sartissohn and his team  docuvita CEO Helge Lenuweit      new enhancements of the docuvita document management system were presented  guest speaker Bernhard Lindgens

 

docuvita Document Management Version 19.3 available

New docuvita document management version available

 

Summer vacation didn’t stop us from releasing the new docuvita Document Management Version 19.3, with one goal in mind: to improve document and data management so as to improve the performance of any company.

What’s New in Version 19.3?

Here is the overview of the most important enhancements:

  • We have reduced significantly the size of the SQL database by outsourcing the import Logs and metadata snapshots to a separate database file. Now, the import Logs are stored, in a separate file-based and encrypted external database file.
  • We introduce a New OCR engine (Tesseract) and have perfected the conversion accuracy of scanned documents to text.
  • As of this version, you can attach files from docuvita directly to Outlook.
  • You can call docuvita windows client application from intranets, URLs to perform searches in the archive or access documents.
  • As of this Version, documents stored in docuvita document management system can be shared with external e-mail recipients.
  • We have developed a New Module, LookupProvider (paid additional module). The LookupProvider enables the integration of external data sources at the field or property level. This means that data from any third-party systems can be conveniently used in object creation or keywording and in workflow tasks. The LookupProvider also supports filter and sort functions that can be used to represent external data. Neighboring fields can be used as filter criteria, or when selecting an external value (e.g. customer number), so as additional property fields can be filled with data (e.g. address) automatically. By creating custom plugins, any integration scenarios are possible (for example, access to REST services or XLS files, etc.).
  • We have improved the Click Profiler to transfer text from scanned or “digital” PDF documents into docuvita property fields with the click of a mouse. It can be used together with LookupProvider and works well with the new OCR engine to easily route incoming documents into the archive.
  • You can now view the full-text information of a document via docuvita.DocumentServices and also correct it via a version entry.

Feedback is desired

We want to constantly improve our products and services with every new docuvita Document Management version.

Of course, we also want to support you as well as possible in sales. We are also looking forward to your feedback and new inspirations in this regard.

If you have any questions or comments, we’re here to help.

6 Reasons Why SMEs Should Automate their HR Processes

Automating HR Processes in SMEs with a document management system.

 

In the previous article, we depicted that SMEs are labor-intensive organizations coupled with a lack of resources. This combination triggers the necessity of deploying a document management system. Business process automation is more crucial to SMEs to resolve the resources shortage. Let’s go deeper and review how a document management system can assist each department of the company and more specifically in Human Resources (HR) departments. To automate HR processes in SMEs is the goal, e.g. the employee hiring process. But how can you manage employee files digitally? How can you achieve regulatory compliance?

As part of a daily routine of running my small business, the most tedious and obligatory routine is managing employee documentation!

Especially in my case, I hire temporary personnel and I outsource the payroll processes to my accountant. By law, I am obliged to manage anything related to employee documentation onboarding and off-boarding. Until I implemented the docuvita document management solution, I managed all these documents in paper format. Meaning:

  • I had to sign the employee contract and collect all personal documents, retain them for five years after the contract expires!
  • Some data I should track include social security numbers, banking information and other sensitive data by law needs to be tracked in a system that meets certain compliance requirements. The paper format doesn’t meet this compliance requirement.
  • The physical storage was expanding exponentially.
  • I had to rely on my accountant for tracking documents, due dates or update employee files.
  • I had to copy all the documents and share them with my accountant, which is not the best practice security wise.
  • I couldn’t comply with General Data Protection Regulation (GDPR) and more specifically making available the employee files with each employee and also securing the access and sharing of the employee data.

All the above may not look so serious. But these are time-intensive administrative duties. Apart from losing time you can lose big money, in case of a single mistake or mishandle brings about huge fines.

I am a person who tries to improve my productivity. I struggle with my company’s growth. I cannot lose time over managing processes and not in customer service and sales. I cannot afford to pay fines.

How did I automate my HR processes?

I leveraged the docuvita document system to automate HR processes in my business. docuvita offered me the high-functioning infrastructure I needed to digitize the employee documents and centralize them in one electronic repository, making them searchable and traceable. I captured via a scanner all employee paper documents and docuvita automatically archived and classified the documents in the corresponding files. I moved forward and integrated the document management system with the Accounting Application. This was the best decision I made. Now, docuvita seamlessly updates the employee data into the Accounting System. It also facilitates the sharing of employee files with the accountant without my involvement!

Now, any action that should be taken on those documents under law requirements is automated and there is no excuse not to meet deadlines. From signing an employee contract to announcing the employee hiring to employment organization or fires and document retention, I automated all processes!

No more physical storage, HR data are stored in digital format – safe and secure. docuvita offers a secure user-based sign-in, access to employee archives, databases and documents can be granted only to those with designated permissions. We back-up documents regularly on a secure server. In the event of an unexpected disaster, this means that the information critical to keeping my business running is always available.

Benefits of docuvita Document Management System to Automate HR Processes in SMEs

As any SME, my small company faces many different challenges. Daily dealing with a mountain of HR paperwork is the greatest challenge. Whether it’s a government-required form, or a signed copy of an employee agreement, HR processes include the collection, retention and management of vast amounts of employee data. I found myself dependent on outdated paper forms that not only wasting limited resources time — but putting my company’s regulatory compliance and employee security at risk.

The deployment of the docuvita document management helped me automate HR processes and overcome some of my daily challenges running my business.

Some of those benefits are:

  • Reduced physical storage needs, printing, and courier costs. I would say that I saved my company around 20% of my operational costs.
  • Reduced risk of non-compliance with Employee Laws and GDPR.
  • Increased productivity rates as I freed-up time from dealing with document management. I have calculated that I was losing 21% of my work-time to manage and share documents.
  • Eliminated data entry errors and lost or misplaced files associated with manual hiring processes.
  • Increased security and access to the documents anytime and anywhere.

The HR processes in SMEs are still manual and paper-based. The payroll systems offer no functionality towards managing the employee data. SMEs that are attached to paper-based processes risk getting fines and losses in productivity and competitiveness. A document management system doesn’t affect the culture of the business and the processes. It is easy to adopt and easy to use. It offers a way to automate HR processes in SMEs but also to automate other paper-based processes. This leads to many benefits, including better productivity, cost reduction and compliance, awareness of employees and effective collaboration.

Maria Argyti
International Business Development Strategist

Do you like docuvita? Leave your Review on Capterra and G2!

It’s feedback time at docuvita! We know how much we love docuvita but we would like to hear our partners’ and customers’ opinion. It’s time to express your opinion and experience on docuvita document management solution. But this time is different because your opinion will be heard worldwide.

We have teamed up with Capterra and G2

       

We achieved to cooperate with Capterra and G2, the most trusted B2B platforms that help businesses find the right software by collecting real user reviews.

We are really proud to be listed on these platforms amongst so many great international software vendors.

Do you think more people should know how much satisfied you are with docuvita? It’s an incredible journey of 15 years, and we couldn’t have done it without our customers and our partners.

Help us spread this satisfaction to the world! If you have a moment, we’d really appreciate it if you would write a short review of your experiences with docuvita on Capterra or G2. Just click on the links below to share your review. Authentication with LinkedIn may be required.

Create a Review on Capterra
Create a Review on G2

Help us take our position in the international markets. Help other customers decide if docuvita software is right for their business.

Thanks in advance for helping us improve docuvita’s international reputation!

Discover docuvita on Capterra, G2, Crozdesk and Clutch

 

The docuvita GmbH & Co. KG takes the most important step towards building worldwide reputation. Customers and Partners around the globe can now discover the docuvita Document Management System with only one click – on the leading worldwide online software guides Capterra, G2, Crozdesk and Clutch.

docuvita was established in 2004 and has achieved high customer satisfaction and trust rates. These B2B Software Buyer Guides make it possible for us to present this trust worldwide. It is possible to be discovered and compared with all the known international document management providers. Our achievement to be listed on the most known business software solution review platforms – Capterra, Crozdesk, G2 and Clutch – helps us to gain visibility but also better connect with our partners and customers.

 docuvita is available on Capterra  find docuvita on crozdesk  docuvita on G2 reviewing platform  Clutch shows docuvita

 

“Since early this year we have started fulfilling our international strategy, and we anticipate that our listing on the most reliable business software review platforms will help us take a leading position globally”, said Marcus Ehrenburg, Head of International Team.

We are inviting our existing partners and customers to discover and review docuvita to build an international reputation. Together with our partners we have built a success story in Germany and Switzerland, with more than 1000 customers in all Industries and together we will grow our company’s global reputation.

docuvita User Day Munich 2019

Optimization of Workflows in the Office of the Future with docuvita and Microsoft

The docuvita User Day Munich will take place at 27.06.2019 in the Microsoft Germany headquarters in Munich. Here we can take a look at one of Germany’s most modern offices.

Microsoft Deutschland Zentrale München

Main Topics:

  • Interesting talks about document management
  • Get to know new functions of the docuvita document management system, particularly workflows and approval processes
  • Share customer’s experience of working with docuvita

 

Program and Registration

International participants are welcome, however, the docuvita User Days are held in German.

The docuvita User Days are a great chance for customers and interested people to meet docuvita developers and receive first-hand news about the docuvita document management system. Here, participants can exchange information with other users about actual application cases and best practices for document management.

Anwendertag Bispingen 2018

Why should a Small-Medium-sized Company implement a Document Management System?

In her article, business development strategist Maria Argyti reports on her experiences with document handling and why a document management system has made her life easier.

Maria Argyti

If you are a director or owner of a small or mid-sized company wondering:

1. What are the critical factors for considering deploying a document managment system,

2. Automate manual business processes and prevent anyone from wasting time over processing documents,

3. How can a document management system help your company reduce operational costs

…then THIS ARTICLE is for you.

docuvita User Day Walsrode 2019

The docuvita User Days are a great chance for customers and interested people to meet docuvita developers and receive first-hand news about the docuvita document management system. Here, participants can exchange information with other users about actual application cases and best practices for document management.

Anwendertag Bispingen 2018

The User Day Walsrode will take place at 23.05.2019 in the Conference Hotel Luisenhöhe, right at the world’s largest Bird Park, the Weltvogelpark Walsrode.

Main Topics:

  • Interesting talks about document management
  • Get to know new functions of the docuvita document management system, particularly workflows and approval processes
  • Share customer’s experience of working with docuvita

 

Take part with us in a guided tour through the world’s largest bird park. About 4000 birds of 650 species live here – from the smallest to the largest and from the funniest to the most dangerous creatures.

Weltvogelpark Walsrode

 

Program and Registration

International participants are welcome, however, the docuvita User Days will be held in German.

The docuvita User Day München will take place in Munich in June. Details can be found right here at the website or soon on Twitter and LinkedIn.