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DocuWare > Case Studies > United Family Services Transforms Operations with DocuWare
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United Family Services Transforms Operations with DocuWare

Technology Category
  • Infrastructure as a Service (IaaS) - Cloud Computing
Applicable Industries
  • Education
Applicable Functions
  • Human Resources
Services
  • Cloud Planning, Design & Implementation Services
The Challenge
United Family Services (UFS), a nonprofit organization in Arkansas, was struggling with a paper-driven system for managing their services. The process of file management and sharing was slow and cumbersome, especially when a client moved and the paper files had to be manually transferred to the new office location. UFS wanted to implement an electronic database that would allow documents to be securely accessed and shared digitally. The main driving factors for this change were cost and ease of use.
About The Customer
United Family Services (UFS) is a nonprofit organization that was established in Arkansas in 1991. The organization has a staff of 50 and offers a range of services to community members. These services include casework, aftercare services, house arrest, education, therapy, mental health, emergency shelter, and residential treatment. Prior to going digital, UFS was entirely paper-driven, which made file management and sharing slow and cumbersome.
The Solution
UFS selected DocuWare, a cloud-based solution, to address their challenges. The solution was implemented quickly and improved information security while offering quick access to documents. This allowed caseworkers to spend less time on administration and more time with their clients. Document retention was automated, which improved productivity. UFS also revised and digitized documents and forms such as the intake form, which streamlined data entry and eliminated document duplication. HR forms were converted from word documents to online forms that were automatically indexed and stored when a new employee hit “submit”.
Operational Impact
  • The implementation of DocuWare led to a significant reduction in time-intensive paper processes, which in turn reduced stress levels among UFS employees. This allowed them to dedicate more time to quality interactions with their clients, improving their work-life balance and overall job satisfaction.
  • Approximately 10 employees, who previously worked as “gatekeepers” responsible for checking files in and out, were reassigned to other tasks.
  • UFS was able to creatively repurpose filing spaces into an on-site closet for clients.

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