Research Foundation – City University of New York (RF-CUNY) Reduces Bottlenecks and Increases Efficiency with DocStar Enterprise Content Management
RF-CUNY implements DocStar ECM to eliminate paper burden, reduce costs, improve collaboration, and increase efficiency
DocStar, an Epicor solution, today announced The Research Foundation of The City University of New York (RF-CUNY) is leveraging the DocStar Enterprise Content Management system to reduce paper burden, improve workflow, increase efficiency, and lower IT maintenance costs.
RF-CUNY is a private, not-for-profit educational corporation chartered by the State of New York to serve The City University of New York (CUNY), the nation's largest urban public university. The RF supports CUNY faculty and staff who have received external grants from government and private sponsors by providing the administrative services for these programs.
RF-CUNY had a legacy system to manage some of their documents, but it wasn’t meeting their growing needs. “We needed a more agile and feature-rich solution to handle our volume of paperwork,” said Renato Rodriguez, assistant director, business systems analyst, RF-CUNY Systems and Information Services Department. “Also, since we do a lot of our own in-house development, we needed it to integrate with our systems. With the robust API capabilities available with DocStar ECM we knew that seamless integration with our systems was possible.”
The organization selected DocStar ECM for its web-based interface, scalable implementation and overall cost effectiveness. “We didn’t want a product with a steep learning curve. It was really important that our employees could learn, accept and use the system effectively within a short time period. The DocStar solution met all of these requirements,” recalled Rodriguez.
“DocStar offers the industry’s most flexible and innovative enterprise content management and process automation platform that’s easy to implement and use -- for both cloud and on premises deployments,” said Tom Franceski, vice president and general manager, DocStar. “This ease-of-use is absolutely critical so businesses can simplify business operations, support digital transformation initiatives, and achieve strong return on investment quickly and assuredly.”
Improving collaboration through better document management
Rodriguez and his team, along with the DocStar Professional Services team, migrated approximately 1 million documents stored in the previous system and saw immediate improvements once the documents were in the DocStar central repository. “The user interface and search capabilities are so much better,” said Rodriguez. “By scanning and storing our files into the system, we have seen a big difference in the visual clarity and quality of the documents; they are much easier to read, and we can find exactly what we are looking for since everything is indexed and searchable.”
RF-CUNY now stores most project-related documents in DocStar ECM—employee folders, contracts, invoices, correspondence and other documents related to grants are now centrally stored in one location, improving operational efficiency by giving employees controlled access to files anytime. This allows multiple teams to view the same version of the document. Information is always up-to-date and accessible. Commonly performed searches can be saved so that users don’t have to recreate them and sharing documents with external users is easy through the email feature in DocStar ECM.
“With the solution, we are enjoying much lower maintenance in terms of time and money,” says Rodriguez. “With our old system, we dealt with constant problems like the bad image clarity, inability to locate specific documents, failing processes and system downtime. Now we don’t have these types of issues. When a system works the way it should, it costs less to operate.”
“With DocStar ECM, we are enjoying much lower maintenance in terms of time and money. With our old system, we dealt with constant problems like the bad image clarity, inability to locate specific documents, failing processes and system downtime. Now we don’t have these types of issues. When a system works the way it should, it costs less to operate.”