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Dan Termale

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Justifying Your ECM Solution With A Fast ROI

Posted by Dan Termale on Thu, Mar 16, 2017 @ 09:20 AM

ROI - Three Arrows Hit in Red Target on a Hanging Sack on Natural Bokeh Background..jpegIn life there are principles and laws of nature that we follow when we’re making big life or personal financial decisions. Before we head to the car dealership to buy a new car, we have most definitely spent time researching the car we like online, reading reviews and checking prices. By the time we arrive to make our final decision and purchase, we are confident that this decision is the right choice.

The same is true for every business decision or investment. There’s one important factor that needs to always be present: Whether or not that decision or investment is going to bring back a positive return on your investment and time spent. It's a fundamental principle that helps organizations with their decision-making. If you’re going to be making a large investment into your company, there needs to be a great reason for it — and it should always make your company better off than it was before while saving and/or making you money. 

Enterprise Content Management (ECM) solutions has been one of the fastest growing areas in technology for several years. Many reasons — including compliance and regulatory pressures — continue to drive the importance of ECM along with its promise of a very high ROI. The return on investment on an ECM solution is usually realized within the first 12 to 18 months of deployment. A survey conducted by the Association for Information and Image Management (AIIM), a Silver Spring, MD-based ECM association, reveals that while cost reduction is still dominant in driving ECM decisions, compliance and payback are also top contending reasons.

Businessman finding the solution of a maze.jpegDecision makers are focusing on very practical applications with clear payback. If the investment can't be justified quickly, it will most likely not get approved. A great way to determine if your organization would benefit from an ECM or document management solution is to have an ROI profile completed. This profile will tailor the ECM solution to your company's exact needs and requirements, and it’ll tell you your cost reductions, annual savings, and also your payback and return. If the ROI does not tell a good story, then maybe that solution isn’t the right fit for you. Most of the time the ROI profile will serve as a rude awakening on how expensive your paper-intensive manual business processes are and will make you say, "Why didn't we do this a long time ago?" 

It’s important to explore ideas and to clarify the ECM ROI opportunity from a technology, business and change management perspective. Though ECM can be a complex topic, it doesn't have to be a painful process; it actually can be an easy, smooth transition if done correctly.

If you would like to get an ROI profile on your company or organization, or maybe just get some more information, please click this link to contact us!

Tags: Document Management, Paperless Office, ECM, Workflow

What’s the Next Step After You Choose Your ECM Solution?

Posted by Dan Termale on Fri, Feb 10, 2017 @ 09:37 AM

So you’ve found an Enterprise Content Management (ECM) solution that you like. Now what? How do you make sure that the one you chose is implemented successfully? Here’s some guidelines.

Plan and Strategize

iStock_000046141776_XXXLarge_updated-1.jpgSuccessfully implementing an ECM solution takes a lot of planning and strategizing. Business leaders must put in the necessary time to map out exactly how the ECM will run from every angle, throughout every department. It’s essential to ensure that the implementation strategy is clear from the beginning on all stages of the process from document capture, records management, business process management (BPM) and the other aspects of the solution.

Usability

Ensuring that an ECM solution is easy to access, use and learn is a sure-fire way to gauge whether or not you chose the right solution or not. After all, because the users are typically the consumers of an ECM solution, it’s ideal to give end users a pleasant, easy to use experience when setting up an ECM and workflow system by making it as user friendly as possible.

Educate Staff and End Users

Education is imperative because staff members and end users may not understand what an ECM system is. Making sure they understand the benefits of the new system and how to get the most of out it will go a long way.

iStock_000016903391LargeR.jpgCommunicate, Communicate, Communicate!

Communication between business users and the IT staff who will be supporting the system is key. You want the business requirements to be very clear and straight-forward for the users to understand. Gaps in communication can lead to problems and hurt the overall adoption of the ECM solution.

Choose the Right Vendor

Choosing a vendor that has the necessary expertise and will go above and beyond what a business needs is a must have. The right vendor will help businesses define its vision and road map for the ECM solution to meet all of its needs. Ideally, the solution needs to be scalable, continuously evolving, and ready to integrate with existing ERP and legacy systems.

Are you looking to implement an ECM solution successfully? Contact us! We have one of the best teams in the industry and would love to help answer any questions you may have about your ECM search and implementation.

Tags: Document Management, ECM, Workflow, Document Imaging, enterprise content management,

Enterprise Content Management (ECM) Solutions Help Reduce Educational Costs

Posted by Dan Termale on Fri, Nov 18, 2016 @ 10:03 AM

The lack of funding in the education sector isn’t new. It seems as if every week there’s another school somewhere in the United States that is being forced to cut back on something — whether it be resources available to the students or eliminating staff. The good news is there’s a solution to help ease the pain of any financial burden that a school might be facing.

Que, Our Enterprise Content Management (ECM) K-12 Education Solutions

dreamstime_2798611.jpgThe K-12 Education ECM Solutions exists to help school districts and Education Service Centers overcome economic, compliance and efficiency challenges by reducing costs and increasing the resources available for student services. With the money saved from implementing an ECM solution, jobs can be saved, as can many resources and programs that children rely on.

Not only that, but with ECM, you can digitally manage content (e.g., paper-based documents, digital documents, e-mails, faxes, web content and multimedia files) and processes in a single, easy-to-use application that complements existing systems, such as Student Information Systems (SIS), Human Resources (HR) and Finance.

Other areas of education will benefit from the ECM solution as well, such as the free and reduced meals program, purchasing and accounts payable, food services, public record requests, school uniforms and facilities.

FREE AND REDUCED MEALS PROGRAM

As part of ensuring that children are ready to learn, most U.S. K-12 schools offer a "free breakfast and lunch" meals program to the eligible student population. Our K-12 Free and Reduced Meals Program solution allows schools to efficiently operate this program with minimal resources.

How it works:

  • Application Forms are generated for each student
  • The student’s family completes and returns the form to the school
  • The form is scanned into the system
  • The information on the form is captured and stored in the database
  • The captured data is checked against the Free and Reduced Meals Program rules
  • The meals system is then updated with the new information on eligible students
  • Any exceptions are automatically routed to the right person for swift resolution

PURCHASING/ACCOUNTS PAYABLE

The K-12 ECM Solution simplifies the process of procuring and paying for goods and services. Our solution integrates with most districts’ accounting platforms and can be accessed using a web browser.

This solution manages the documents, data and processes required to manage budgets, gain purchasing approvals and pay bills quickly. In addition, schools can also benefit from increased early pay discounts and reduced late payment penalties; all within a framework that takes the pain out of auditing and compliance.

FOOD SERVICES

Create procurement and payment workflows; reducing the time your team spends on repetitive administrative tasks. Streamline these core processes and you'll not only avoid late payment penalties, you'll also gain full visibility into your entire operation meaning more accurate orders, less waste, and more time to focus on delivering tasty, cost-effective and nutritional meals.

PUBLIC RECORD REQUESTS

dreamstime_l_14628620 (1).jpgFederal and State laws now require all email to be secured, archived, and available for rapid discovery in the event of a public records request. Schools may also need to respond to requests for other paper and digital documents.

This ECM solution simplifies the effort of managing e-mail communication, paper documents and digital content by delivering a single platform that manages all these types of information using a single system. Communications and content can be captured in real time and having a content management solution makes it simple to execute highly specific searches that enable schools to swiftly and accurately respond to records requests.

SCHOOL UNIFORMS

The automated school uniform solution generates and prints individual applications for each student. Filling out the application is made easier as any relevant information already stored about the student is pre-populated on the form.  Once the form is completed and returned, the application is scanned and the information completed by the student’s family is automatically stored in the database. This information is used to complete the process for the new school uniform.

FACILITIES

dreamstime_xl_26467612 (2).jpgOur Facilities solution allows schools to efficiently manage building renovation projects by automating the documents, digital content and processes associated with managing contracts, contractor payments and quality assurance efforts.  

Your ECM solution will manage all the content you have whether it’s paper documents, digital documents, audio files, video clips or application files. Quicker access to content frequently means projects spend less time in administrative black holes. This also ensures this content is protected in the archive so that it can be referenced by future project and maintenance teams.

We care about the success of the educational system and believe that, with our ECM Solutions, schools will find it easier to manage every aspect of their different workflows so that they can continue to put the well-being of their students first. Click Here to ask us a question!

Tags: Document Management, BPM, Workflow, CAD, go paperless, enterprise content management,, higher education

Tools to Improve Your Business Productivity Levels

Posted by Dan Termale on Mon, Sep 19, 2016 @ 10:24 AM

shutterstock_112692412.jpgEmployees are becoming more productive than ever with the help of new modern business technologies. They’re utilizing technology, have embraced change and are now seeing and reaping the benefits! According to the Bureau of Labor Statistics, worker productivity has grown 80 percent from 1973-2011 and has risen 25 percent in the past 10 years alone. This increase is surely because employees now have the abilities to do their jobs from almost anywhere. This added flexibility has saved organizations a lot of money and has made them much more productive and lucrative.  

The modern work environment is now flexible due to the use of mobile devices that can access critical information from anywhere. Workers are more equipped to do their jobs better than ever before. Having access to their business content while they’re not in the office has opened up a whole new world of options and opportunities for new business.

Business Process Management (BPM) is the technology that organizations use to streamline and manage their business processes. Smart process apps (SPAs) are a new wave of BPM and dynamic case management (DCM) tools that give customers with more agile work environments a chance to process their information faster and go beyond the boundaries of traditional BPM. Smart Process Apps are designed to support business activities that are people intensive, highly variable, loosely structured and subject to frequent change. Examples of departments who are using SPAs are Accounts Payable, Accounts Receivable and Human Resources. 

iStock_000046141776_XXXLarge_updated.jpgIt's amazing the ROI that SPAs bring organizations because they’re able to handle those processes that have constant exceptions and are loosely structured. That has been the challenge of BPM and DCM: Though they can handle most business process exceptions, they’re not designed to specialize in that area.  

With mobile capture and cloud-capture abilities, you can capture your business critical information right at the beginning and start the correct business process. Wherever you may be — whether onsite at a client location or at the airport — when you receive that information, you can immediately start the process. Smart process apps have the ability to travel wherever you go so that your process time is greatly lessened and your customer satisfaction will surely skyrocket because of it.  

If you’re looking to improve your organization’s productivity and want to explore some options, then Contact Us. We would love to help!

Tags: Document Management, BPM, ECM, Workflow, Smart Process Apps, Dynamic Case Management

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