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Konica Minolta ECM Blog

Faster Claims Processing Makes for Happy Customers

Posted by Dan Termale on Thu, Jul 14, 2016 @ 10:24 AM

dreamstime_l_33395237_1.jpgWhen is comes to processing insurance claims, two things are very important: time and accuracy. It’s a race against time when you’re processing an insurance claim because the longer the process, the more it costs and warrants more chances for complications. Customer experience is affected largely by the amount of time and effort it takes a claim to be completed. Customers don’t want to wait weeks for a claim to be processed; to them that’s poor customer service and they’ll likely start looking at your competitors who can offer them faster, more enjoyable processing.

Processing insurance claims can be a costly and time-consuming endeavor, which is why businesses are beginning to look for tools to simplify the process. After all, the faster claims are processed, the lower the costs for businesses and the happier the customers will be. Fortunately, there’s an Enterprise Content Management (ECM) solution for this.

Claims Processing is also often one of the areas within a business with the most complexities and overhead. Why? Because Loss Adjustment Expense (LAE) is on the rise, meaning that claims costs are continually a black hole for insurers. Additionally, the current claims processing process is simply too inefficient and time consuming. There are too many steps, resulting in high costs for insurers and disgruntled customers.

dreamstime_l_42750009_2.jpgAn ECM solution for claims processing gives your claims teams all the information they need to process claims and handle exceptions fast according to business controls. The solution can integrate seamlessly with your existing systems and share information enterprise-wide, greatly automating your processes and saving you time.

More key benefits of the ECM solution for claims processing include:

  • Increases productivity by reducing the need to search for information across multiple data sources
  • Ensures tasks are completed in a timely manner with reminders, timers, notifications and other communications
  • Improves compliance through greater visibility, audit ability and adherence to internal controls
  • Reduces time to make a decision thanks to immediate access to information

Even better, the claims processing ECM solution also has a mobile option. This allows users to capture, collect and manage content on their mobile device  in the office or in the field  so work gets done faster and more accurately.

ECM solutions exist to make life easier for businesses. They simplify and streamline their workflows and save valuable time and money. If you would like to learn how to implement an ECM solution to tackle your claims processing headache, contact us! We’d be happy to help.

Tags: Document Management, ECM, Workflow, go paperless, enterprise content management,

Creating The Complete Picture in CAD with ECM

Posted by Dan Termale on Wed, Jun 29, 2016 @ 11:10 AM

dreamstime_2565306.jpgFor decades now, organizations have been using CAD systems for designing and engineering plans/blueprints to create everything from products and buildings to airplanes. A CAD system is a combination of hardware and software that enables engineers and architects to design anything and everything. In their CAD systems, engineers can view a design from any angle with the click of a mouse and zoom in or out for close-ups and long distance views. This type of system is very vital to many different types of organizations and industries. One industry that heavily depends on CAD systems is the construction industry. When engineers are designing, building and constructing a building of any type, it’s crucial that they plan out the blueprint drawing first in a CAD-like system.

One of the biggest challenges that many engineers face is being able to see the complete picture when working on a design or modification project. The design documentation process includes more than just CAD drawings, so there are a number of factors and separate documents that play a part. In a typical design process you’ll have contract specifications, change requests and purchasing documents that are all included in the process. The challenge then becomes apparent when all of these supporting documents are stored separately, whether it be in different programs or in physically different locations. This makes it hard for engineers to see the complete picture and hinders the possible efficiency level that the whole process could have if everything is stored in one easy to use location. 

dreamstime_xl_18101491_5.jpgThe beauty of Enterprise Content Management (ECM) has with CAD systems is that it connects all of your related business content with design drawings that often include complex, compound CAD files. Having an ECM system will empower your engineers to be able to retrieve, modify and archive drawings without ever leaving their familiar CAD environment. Now your project managers, cost accountants and customers will be able to — with granted rights — mark-up drawings and view related documents directly from within CAD with ECM integration. This will supercharge your engineering processes and will help them see the full picture with all of the related information that they need, all in one familiar place. This helps to create a better design process for everyone involved and will increase the productivity and efficiency levels that you weren’t able to attain with your manual design processes. 

If you would like more information on ECM for CAD, or if you have any questions on your specific CAD programs, then Contact us. We'd love to help!

Tags: Paperless Office, BPM, ECM, Workflow, Blueprints, CAD

Smart Phones Double As Mobile Scanners ‘On The Go’ for ECM

Posted by Dan Termale on Wed, Jun 15, 2016 @ 12:18 PM

dreamstime_m_32178518_2.jpgThe debate over whether iPhones or Android devices are better will continue, but there’s no denying that people increasingly prefer smartphones to basic feature phones. According to a recent study by Pew Research Center, 68 percent of Americans have smartphones, which is up from 35 percent in 2011, and tablet ownership has bumped up to 45 percent. It also found people ages 65 and older are increasingly choosing smart phones over basic feature phones. The survey states that roughly 9 out of 10 American adults (92 percent) own a mobile device, the majority being smartphones. So it’s safe to say that almost everyone walking around today has some type of smartphone in their pocket.

But how many of these users realize that they have a scanner in their pocket as well?

Your smartphone is essentially a scanning device that can be used to drastically improve the way you work and how you process information. Consider this scenario: Your flight is delayed and you have two hours to kill at the airport or train station. You have a giant stack of receipts from your trip and always dread filling out that expense report upon your return to the office. There must be a better way, right? Of course there is.

Just use your smartphone and snap a picture of each receipt using your Mobile Capture app to immediately start processing all of your receipts and documents. Many companies now have implemented these technologies into their business processes and use a number of different apps to get this done. The apps may be different but the capture technology behind them are all basically the same. That’s just one of the thousands of uses that a Mobile Capture solution can offer you and your employees.

dreamstime_xxl_29459455.jpgWhen it comes to creating real business value, you need to offer your customers better service in less time. By using a Mobile Capture strategy, you can enable your customers and field agents to capture documents wherever and whenever to start the particular process they’re trying to accomplish. It’s fast, easy, and creates tremendous value for all parties involved. Even more importantly, it differentiates you from your competitors and, in today’s competitive industries, that is a must.

We combine solutions from all of the world's leading document capture and smart process applications. Specializing in simplifying the first mile of information-intensive customer interactions is an important competitive advantage to have. Mobile capture platforms turn any smartphone or tablet into a sophisticated scanning device, which not only captures a document but also cleanses it and extracts critical data.

If you’re still relying on paper processes and have not yet started to utilize mobile technologies, then Contact Us. We would be happy to answer any questions you have and point you in the right direction.

Tags: Paperless Office, BPM, ECM, Mobile Solutions, Workflow, Smart Process Applications, Document Imaging, Technology,, document capture

4 Questions to Ask Your Document Scanning Service Provider

Posted by Dan Termale on Thu, May 19, 2016 @ 02:22 PM

dreamstime_l_48596455_3.jpgChanging the way we do things always starts with educating ourselves and changing our mindsets.

If you are trying to reduce paper consumption in your office, you should start by addressing the specific areas where most of the paper is being used. Once you identify where or what processes are the most paper heavy, you can plan alternatives.

For many businesses, the option of outsourcing document scanning to a service provider is the choice that makes the most sense. Although many businesses have not fully implemented a paperless and digital office strategy, research has shown that those that have invested in an Enterprise Content Management (ECM) plan and/or have digitized their paper files have enhanced their work space, increased productivity, lowered costs, and are more eco-friendly workplaces. The benefits far outweigh the initial investment of your digitization project. Most companies realize a full ROI within the first 18 months of implementation and from there it becomes a huge cost saver!

The next step is choosing the right service provider that will be able to securely handle your paper files and who will return to you high quality digital formats that are on time and on budget.

Here are 4 questions you should ask when seeking a scanning service provider:

1. What equipment will they use to scan your documents?

The type of scanners and the type of document capture software they use to capture information accurately is important so that it can be indexed and distributed correctly. Equipment should automatically handle image enhancement, data identification and other advanced processing. Make sure they have the right tools for the job.

2. What processes do they have in place to ensure high-quality scans?

When it comes to scanned documents, the importance of quality is high and involves many different factors. You want to ensure you are getting high-quality document images and all vital information is captured accurately.

Here are some questions to ask your potential service provider:

Will human quality control be performed?

Does the QA process involve random sampling or will each scanned document be checked?

Do they provide an accuracy guarantee?

How long is the window for quality issues to be raised and addressed?

3. What do they do with your documents after they have been digitized?

Your scanning service provider should be able to deliver your digitized files into the systems and programs that you need them in, whether they are being delivered into your Enterprise Content Management (ECM) system or into some other central storage location. And, they should be able to meet your requirements while maintaining tight data security.

4. Are they able to handle your ongoing scanning needs?

Whether your scanning project is focused on your back-filed documents or if it is going to be an ongoing process of scanning day-forward documents, make sure the provider has the resources to meet your needs. If your service provider can only handle your back-filed documents and not continue with your day-forward scanning needs, you may need to find another vendor. It is best to find one provider who can meet all the items on your must-have list and who has a proven track record of delivering quality service.

dreamstime_l_29647833_2.jpgThe bloodline of your business is your documents and data, so it’s important to do your due diligence when trusting someone to handle these projects. We have been providing high-quality and cost-effective document conversion services for over 40 years. We not only provide the services but also the software solutions so that you can choose in-house options as well. Options are always good to have. If you have any questions let us know! Contact us today; we are here to help.


Tags: Document Management, document scanning, Paperless Office, ECM, Document Imaging, go paperless, document capture

What is Capture Enabled Business Process Management?

Posted by Dan Termale on Wed, May 11, 2016 @ 09:01 AM

dreamstime_17776548.jpgIn today's business world, you must deal with information overload everyday with data arriving in many different forms and from multiple sources. The best way to stay on top of all of your incoming, outgoing, and stored information is by adopting some type of business processes automation technology that will help you stay compliant and efficient.

Perhaps you’ve heard of these types of solutions before, though you may still have some questions and reservations about them. Hopefully after reading this post you’ll have a better understanding of what capture-enabled business process management (BPM) does and how it can change your business. 

Your business processes are a mix of internal and external generated information, combined with human interactions and process decisions along the way, which can get very complicated. So how can a capture enabled BPM solution handle these types of intricate and complex business processes?

Capture-enabled BPM is a powerful combination of information capture technologies, BPM, and dynamic case management. The information capture piece drastically reduces your organization’s labor intensive processes by capturing all types of content for automatic classification, extraction, validation and delivery into applications, processes and repositories. BPM is a way of combining technology and management disciplines to ultimately improve the way you work and to perform at maximum efficiency. Dynamic case management is a collaborative and information-intensive process driven by outside events requiring incremental and progressive responses, human judgments and coordination. It's a dynamic way of managing the information that’s coming in and leaving your organization. 

These are some benefits:

  • Reduces costs
  • Creates more agile and adaptable processes
  • Automates and speeds processing
  • Improves customer service 
  • Enhances regulatory compliance
  • Provides 12-18 month ROI
  • Reduces errors and improves information quality
  • Increases productivity and efficiency
  • Increases transparency into business processes and performance
  • Improves integration between document management and CRM/case management

So how does this all actually work?

dreamstime_19608060.jpgWhen information comes into your organization in any form, a document capture solution technology automatically captures, extracts, validates and classifies through a no-touch process. It doesn't matter what format your information is in; whether it's a fax, email, SMS, XML, PDF format, or anything else, these solutions will translate that data into its proper place. The data can be delivered directly into your business applications, ERP, CRM, or anywhere you need the information to go. The software is highly customizable and can be easily integrated with just about any application or system while still delivering its high quality information.

This process eliminates the need for manual data entry and manual sorting, filing, and searching. It greatly increases efficiency and it ultimately improves the business processes that it’s being used on. 

We hope this post helps you to better understand what capture enabled BPM is and how it works! Contact Us with any questions or for more information.

Tags: Paperless Office, BPM, ECM, Workflow, go paperless, document capture

ECM Eases The Struggle With Managing Information

Posted by Dan Termale on Thu, May 05, 2016 @ 10:52 AM

dreamstime_m_13259181.jpgIf you break down the ways that every business operates, you’ll realize that it’s all based on flows of information and content. We rely on data and information to make sales, pay bills, hire and onboard employees, manage their records and so much more. For as long as we can remember, our businesses have operated on the same basic manual- and paper-laden processes that are now being challenged with new technology and regulations. 

Basically everything is becoming technology based and the amount of information that our businesses are producing is growing rapidly. We’re inundated with information of all types on a daily basis and some of you are struggling to keep your head above water. Your employees are having a hard time finding the documents and information they need to do their job effectively and some companies are paying more money then they realize to maintain their outdated business processes. It’s costing them large sums of money every year and, even more importantly, it’s costing them valuable employee time and energy that could be used elsewhere.

dreamstime_m_20803439.jpgSo what can you do to address the elephant in the room that eventually will have to be? The realization of information chaos is still relatively new to some companies, so here are some ways you can address these issues:

  • Focus on the automation of your most manual business processes first. (Accounts Payable and Human Resources are usually perfect places to start)
  • Map out those processes and focus on replicating the manual steps electronically.
  • Engage your employees and customers to take part in submitting information in digital formats.
  • Educate your senior executives on Enterprise Content Management (ECM) software solutions that will serve as your automation and repository tools.
  • Focus on the big return on investment (ROI) that ECM brings. Most companies realize their full investment within the first 12-18 months.

The beauty of our ECM solutions is that they can integrate seamlessly with any ERP or line of business system. You can link content directly to screens on your ERP and employees never have to leave ERP.  In fact, they may not even know they’re using a different solution – they sometimes think it’s just a new feature to the existing ERP.  It’s seamless. This really helps with user adoption and makes it a very easy transition.

dreamstime_xl_34697287_2.jpgThose are some areas to focus on. If you’re at the point of addressing your need for an ECM or Document Management solution, then reach out to someone who can guide you along that process. We love to educate people on how these solutions can revolutionize their business and ultimately save them time and money. This is the direction our society is moving in and we want to make sure no one is left behind.

Contact Us today and we’ll answer any questions you may have and we’ll guide you along on your journey to going paperless.

Tags: Document Management, Paperless Office, BPM, ECM, Workflow, accounts payable, Human Resources, go paperless

Reduce the Stacks of Paper in Your Mortgage Process

Posted by Dan Termale on Fri, Apr 29, 2016 @ 09:05 AM

dreamstime_1210096_4.jpgFor anyone who works in mortgage lending or who has ever purchased or sold a home, then you know the lengthy paper driven process that comes with it. That daunting stack of papers that you need to sign until you can no longer feel your hand, remember that? It’s called the closing process and it can be a very time consuming slow experience. If you have ever thought ''There’s gotta be a better way to do this'' — after all it is 2016, the age of the mobile and paperless technologies — then you are correct! There is a better, more efficient way to streamline your mortgage lending and closing processes.  

There are Enterprise Content Management (ECM) solutions that specialize in streamlining processes like mortgage lending and closing processes. An ECM solution will not only shorten the lending cycle, but it will also make your processes more cost effective. This is the direction that most industries are heading, so it’s important to stay competitive.

These solutions enable lenders to capture documents and information electronically, automating the manual, time-consuming processes throughout the entire mortgage process. Instead of having to track down documents, your staff can focus on more value added tasks while increasing and improving customer service.  

Here’s how an ECM solution streamlines your mortgage processes:

  • Origination - Provides several mechanisms for capturing, indexing and storing literally any type of document format. These solutions verify that documents are complete and automatically route your loan applications and all supporting documents to the underwriter. 
  • Underwriting - Once in the system, underwriters have immediate access to all loan documents from either home or office.  This automates the review and routing of completed loan documents to determine risk and expedite the loan closing process.
  • Post Closing and Audit - Workflow capabilities enforce that an institution's procedures and policies are followed every time and ensures that all documents have been prepared completely and accurately so your compliance standards are always met. 
  • Shipping and Delivery - This simplifies the shipping and delivery process by providing secure, immediate online access to loan documentation for review by potential investors.
  • Servicing - Customer service can now provide immediate updates to customers and investors regarding the status of an application or loan portfolio at any point in the loan process. 

dreamstime_xl_27654163.jpgWhen people say, “Time is Money” they’re absolutely right. The time you and your staff spend on manual tasks like sorting through papers and files, the more expensive your business process becomes. It should be about efficiency and excellent customer experiences. The faster you’re able to process refinances and modifications, the more time you’ll have to spend on new mortgages bringing you additional revenue.

The center of any good business model is always the customer. Everything you do should have the customer experience in mind. Taking care of them and being able to provide them with the highest level of service and attention should be one of your top goals. Whatever you need to do in order to make customer service and new business opportunities your top priorities, then you should do it.

With an ECM solution, the system automatically checks and verifies that you have all of the information needed to start and finish the process. If you’re missing something, then you will be notified immediately. This is much better than finding out you’re missing a document once you’re far along in the process, right? You can set up workflow timers and reminders to keep your loan approvers on top of every new loan that’s ready to be reviewed, which helps to keep process time quick and costs low, and much more.

So stop spending so much time on processing your loans and start spending more time helping customers and pursuing new business opportunities!

If you have any questions, contact us. We’re here to help.

Tags: Document Management, Paperless Office, ECM, Mobile Solutions, Workflow, Mortgages, go paperless

Why Are You Still Sorting Documents?

Posted by Dan Termale on Mon, Apr 18, 2016 @ 01:33 PM

dreamstime_xxl_16226669_1.jpgAre you still spending hours sorting documents? If so, take comfort in knowing that you’re not alone. Not a week goes by that we don’t encounter a company that’s still manually sorting documents before they start their imaging or workflow process. Insurance claims, contracts, loan documents, you name it… still being manually sorted and processed.

Sometimes, we even find that companies are receiving documents via PDF and then printing them out just to sort the pages!

Now’s the time to stop the madness. We’ve reached a point where Document Capture Software can now handle most — if not all — of the document sorting for you. This means that when a set of documents is received from a client or vendor, you can scan in the entire package (once you remove the staples, that is!) and let software, such as one of our Document Capture Solutions, identify each of the documents within the file.

dreamstimemaximum_49450765.jpgWe have found that in some organizations, this process can save upwards of hundreds of thousands of dollars yearly in labor costs. So if you’re still a slave to manual sorting and classification of documents as part of your business process, there is hope and a better way. We’ll show you how you can use software to save money. Remember: A little document management software can go a long way to delivering big results!

Going paperless can be as simple as a scan, index and retrieve or a more complex solution adding in workflow.  Do you need help maneuvering through your maze of paper?  Not sure what is the best option for you?  Let the professionals at Konica Minolta guide you to the most cost-effective solutions for your organization.  Contact Us.

Tags: Document Management, ECM, Mobile Solutions, Workflow, go paperless, document capture

Where Do You Draw the Line With Technology?

Posted by Dan Termale on Thu, Apr 07, 2016 @ 03:43 PM

dreamstime_19608025_1.jpgWe live in a world where our businesses rely on technologies to work productively and efficiently. Mobile technologies, paperless automated workflows and other types of solutions make huge differences in our little world. With the growth of new technologies we’re able to work remotely from anywhere in the world that has a Wi-Fi connection. Many companies have employees who work from home and have business processes that eliminate the need for any or very little interaction with their customers. The qualities of our products and services have improved, and the speed and abilities to serve our customers has never been better.

Today’s customer expects fast and quality products and services everywhere they go. If you can’t offer them the experience they’re looking for, then they’re quickly onto the next company that will. Technology is a crucial tool to accomplish this level of excellence, but there has to be a line that you draw in the sand to not forget that sometimes human interaction is still very important. 

dreamstime_l_29647833_1.jpgIt definitely makes sense to utilize business solutions to speak and engage with employees and customers when it’s appropriate, but there are times when you should spend some “face time” with them in person. Some companies have found that balance of in-person and virtual communications, and it has worked out great for them. It’s finding that balance that’s important. Customers and employees just want to know that you’re willing to go above and beyond for them. If that means taking the time to connect with them in person, then that would be a wise thing to do. 

You want to be able to give your customers and employees the freedom and flexibility that they’re looking for and, without technology, that’s hard to do. Take the time to evaluate your business processes and the way you share information. There are many tools to help us run efficient companies, but it’s our responsibility to embrace and utilize them. 

If you’re looking for ways to improve the way you communicate and share information, then Contact Us. We would love to assist you in identifying the right business solution that will help you find that effective balance between technology and personal communication.

Tags: Paperless Office, BPM, ECM, Workflow, Technology,, Data Security

Your Paper Volume Can Determine The Quality Of Your Customer Service

Posted by Dan Termale on Thu, Mar 31, 2016 @ 02:53 PM

dreamstime_m_27769669.jpgWhen you think of some of the great customer service experiences that you’ve had, you realize they usually can be narrowed down to two things: speed and quality of service. I remember when I needed help updating some financial records with my bank and the fast and very friendly service I received really stood out. It wasn’t the headache I had envisioned; it was actually a pleasant experience. 

This is something every business providing any type of goods or service should strive for. If I owned a business, I’d want it to stand out from the rest and go above and beyond to make the customer feel happy and satisfied. That would be my ultimate priority.

I don’t think anyone would disagree with this, in theory, but you may say it’s just not possible to offer this type of fast and quality service with the way your business processes are set up. I can tell you that trying to provide good customer service and having any of your information solely on paper is not likely going to happen. It’s all about having access to your customer’s information at the moment that you need it.

dreamstime_1210096_3.jpgHaving their information living on paper records does not give you that level of instant access to provide them the service they expect. If you’re searching through filing cabinets to look up a customer document, then you’ll be spending too much time trying to locate their info. Not to mention, if the file is misfiled, then it could take hours trying to find it.

The beauty of having a paperless solution, like an Enterprise Content Management (ECM) system, is that you’ll have instant and secure access to any and all of your customer information. All of the information you need will be organized in one safe repository so that you can do simple search queries to locate the exact data you need. This is much better than spending hours looking through files and boxes, right? 

dreamstime_m_29357904_1.jpgAnother great benefit to having a paperless solution is that it improves the ways that customers provide their information to you. Utilizing electronic forms will make their experience more pleasant and convenient while making your life easier as well. This type of content management strategy works very well and has proven to increase productivity and improve the level of customer service provided. 

The list of benefits from a paperless system is long and worth considering. If you have any questions, please Contact Us. We’ll be happy to help.

Tags: Document Management, Paperless Office, BPM, ECM, go paperless

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