Moving from paper registers to electronic office management

Client

Public institution

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Challenge

Office administration built on paper records

The institution ran its office administration through paper ledgers, registers and physical files. Receiving, registering, assigning and tracking cases were all done by hand, and finding the right documents took extra time. Working this way increased the chance of errors and lost documents.

A further challenge was the lack of timely insight into case status. Management had no single overview of cases and where each one stood, which made it hard to monitor work and respond in time.

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Solution

Electronic registry, case management and a digital archive

TQORE DMS was implemented with modules for the electronic registry office, case management, the digital archive and electronic workflows. The system was configured around the institution's business processes, and staff were trained to move to electronic office management.

Registering, assigning, processing and tracking cases now happen in one electronic system. Documents are kept in the digital archive, and case information is available without searching separate paper records.

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Result

Faster processing and a clear view of case status

The institution moved to electronic office management and stopped keeping paper registers and auxiliary records. Registering, processing and finding cases is faster, and management can now follow their status in real time.

Instead of separate paper registers, staff use the same system for their daily work on cases, while management has an up-to-date view of their status.

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Facing a similar challenge?

Planning to move from paper records to electronic office management? Find out how TQORE DMS can support your business processes.