Digitisation For The Benefit Of Residents
The aim of the Verein für Altersbetreuung im oberen Fricktal/Association for senior care in Fricktal (VAOF) is to process the large volume of documents centrally held, streamlined manner, thereby significantly reducing the administrative workload for employees, particularly in accounts payable and human resources.
Objectives
- Reduce the administrative workload for staff, in particular the accounts payable and human resources departments
- Centrally managed, legally valid digital filing of documents
- Flexible working locations
Challenges
- The administrative workload in human resources is constantly growing.
- Access to personal data must be controlled due to strict compliance guidelines
- No loss of data quality with an increasing volume of supplier invoices and reduced use of resources
- Decentralised incoming mail can often result in duplicates or loss of invoices
Solutions
- Using IRISXtract™, the degree of automation is close to 100%
- Faster processing of daily incoming mail
- 40% of the resources saved in administration have been repurposed to support and maintenance.
- Faster and centralised invoice processing enables efficient, location-independent work
How Automated Processes Has Led To Greater Capacity For VAOF
For the managing director of VAOF, Andre Rotzetter, there was a need for action: “We decided to push ahead with the digital transformation simply because resources are very tight at our care facility.” In recent years, the administrative workload has increased significantly, which has led to bottlenecks.
Ultimately, resources at VAOF are needed for the people in our care, not for administration.
The Association for the Care of the Elderly relies on two solutions from Canon: firstly, on IRISXtract™ for automated invoice processing in accounting, and for digitisation and process optimisation in human resources. The other is the document management solution Therefore™, which now controls the workflows as well as parts of the operational processes. The combination of these two solutions enables the legally valid digital storage of documents, so that data protection is guaranteed, and the correct document structure is fulfilled.
Ultimately, resources at VAOF are needed for the people in our care, not for administration.
The Association for the Care of the Elderly relies on two solutions from Canon: firstly, on IRISXtract™ for automated invoice processing in accounting, and for digitisation and process optimisation in human resources. The other is the document management solution Therefore™, which now controls the workflows as well as parts of the operational processes. The combination of these two solutions enables the legally valid digital storage of documents, so that data protection is guaranteed, and the correct document structure is fulfilled.
Improved Transparency and Flexibility Thanks To Paperless Processes
These aspects were among the decisive factors that led to the decision made by VAOF to implement a Canon solution. The solutions used provide VAOF with more flexibility and transparency, as well as ensuring access rights for data that is too sensitive. In addition, the decentralisation ensures location independence, which is very helpful when servicing multiple sites. VAOF processes between 12,000 and 15,000 invoices per year using IRISXtract™ Accounts Payable.
Thanks to the solution, relevant invoice data is extracted, verified, and automatically assigned to the vendor. “Our level of automation with IRISXtract™ is almost 100%,“ reports Thomas Wininger, accountant at VAOF. A clear and obvious benefit of this solution is the time saved. Process automation has saved 40% resources in administration. These resources are now used in care for people who are bed-bound. In addition, the solution is intuitive and user friendly. When invoices are approved, the data is then automatically transferred to the Lobos ERP system. Digitising the documents saves additional costs by eliminating the need for a paper archive.
Not only does this make work processes much more efficient, but paperless working also has a positive impact on sustainability, as CO2 emissions are eliminated during paper production, printing, and delivery processes.
Another advantage in accounting is that there are no more late payment reminders, lost documents, or duplicates. Discounts can be easily secured and provide VAOF with better supplier relationships.
Thanks to the solution, relevant invoice data is extracted, verified, and automatically assigned to the vendor. “Our level of automation with IRISXtract™ is almost 100%,“ reports Thomas Wininger, accountant at VAOF. A clear and obvious benefit of this solution is the time saved. Process automation has saved 40% resources in administration. These resources are now used in care for people who are bed-bound. In addition, the solution is intuitive and user friendly. When invoices are approved, the data is then automatically transferred to the Lobos ERP system. Digitising the documents saves additional costs by eliminating the need for a paper archive.
Not only does this make work processes much more efficient, but paperless working also has a positive impact on sustainability, as CO2 emissions are eliminated during paper production, printing, and delivery processes.
Another advantage in accounting is that there are no more late payment reminders, lost documents, or duplicates. Discounts can be easily secured and provide VAOF with better supplier relationships.
"In terms of data protection, the solution in the HR area is sensational for us. Only those people who actually have the necessary authorisation have access to the data or insight into the documents."
Tamara Taiani, Human Resources at VAOF
A Digital Process From Start To Finish
Canon’s solutions were able to contribute to optimisations not only in accounting, but also in human resources. The use of IRISXtract™ and Therefore™ HR resulted in significantly simplified processes. As a result, the data and processes for managing all 360 employees are now all digitised.
This means that the automatic assignment of documents to the correct personnel files is completely digitised. Thanks to IRISXtract™‘s AI-based technology, all employee documents are stored digitally in the correct file, without exception, from entry to exit. Furthermore, Therefore™ ensures compliance with legal regulations and data protection guidelines in a controlled manner such as the digital deletion of sensitive data. The files are automatically deleted from the database in accordance with the statutory deadline.
This means that the automatic assignment of documents to the correct personnel files is completely digitised. Thanks to IRISXtract™‘s AI-based technology, all employee documents are stored digitally in the correct file, without exception, from entry to exit. Furthermore, Therefore™ ensures compliance with legal regulations and data protection guidelines in a controlled manner such as the digital deletion of sensitive data. The files are automatically deleted from the database in accordance with the statutory deadline.
Related Products and Solutions
ThereforeTM
The right information, at your fingertips. Therefore™ delivers a fast and efficient flow of information with secure access, storage, capture, editing, and processing whenever you need it.
IRISXtractTM
Transfer relevant information to your applications faster and more efficiently than ever, with our innovative AI-based business process optimization platform.
Information Management Solutions
Make your business processes flow seamlessly and securely within your organisation, enhancing productivity, customer experience, and safeguarding your information security.
Frequently Asked Questions
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Our workflow & document solutions with built in AI include:
• Therefore™ uses AI-powered document classification and metadata tagging making it ideal for records management - quick, auditable handling of patient records, contracts, and compliance documents.
• IRISXtract uses AI-based classification making it a perfect for finance and administration - automates processing of invoices, forms, and patient documents.
• Digital Mailroom Solutions uses AI-driven document recognition making it a good fit for administrative and back-office teams due to its efficient handling of large volumes of incoming mail and documents.
• imageFORCE multifunction printers use machine learning AI-trained algorithms to recommend and apply optimal security settings, empowering you to effectively minimise security vulnerabilities with limited IT expertise.
We do more than print…
• Through smart technologies, we streamline workflows for diagnostics teams resulting in significant time savings.
• Through research we support faster and more informed clinical decisions. -
We take a practical and security-focused approach to AI in office environments. Rather than using generative AI for creative tasks, we apply machine learning through imageFORCE to make print and scan technology smarter, safer, and more reliable for our customers. Learn more here.
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