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Konica Minolta ECM Blog

Extend Microsoft SharePoint ECM Strength with OnBase

Posted by Cindy Bialy on Fri, Dec 29, 2017 @ 11:09 AM

Would you go to an Irish pub to get a good Italian dinner? Granted, that pub may have lasagna on the menu and it would taste okay. But if you’re looking to get a real “Italiano” meal, you would go to an Italian restaurant; specific to the quality and taste of food you’re looking for.

The same goes for Microsoft SharePoint and Enterprise Content Management (ECM). You could use the ECM component in SharePoint and it would work fine, but it wouldn’t provide the robust functionality your organization needs for a true content management system. The basic goal of SharePoint is to make possible for a company with many employees spread all over to work with the same level of agility and coordination as a company with just 10 employees working out of a single office.

A classic example is Project Management. SharePoint is great for collaborating across teams and organizations. It’s a great repository for new documents and presentations while you and your team work together. But SharePoint falls short in many areas when categorizing it as a “Document Management” or ECM option. Specifically, it falls short of its promise of storing all of a company’s information centrally and in an organized fashion. It’s significant in many areas, but when it comes to central, organized storage, the functionality just isn’t there.

First, let’s learn more about SharePoint.

Screen Shot 2017-12-29 at 11.02.07 AM.pngSince its introduction in 2001, Microsoft SharePoint has been widely used to build team collaboration sites and portals, most frequently to address content access and document collaboration for work groups. SharePoint is an inexpensive , easy to deploy, easy to use solution that addresses the complex requirements organizations have for managing and collaborating on business documents. With the release of Microsoft Office SharePoint Server 2007, the product expanded beyond its initial roots to include more complete capabilities for content management, business intelligence, search and electronic forms creation and management.

Today, I turn your focus to the “content management” hexagon piece. Content is a low level form of ECM. Many experts question whether it provides true enterprise content management capabilities.

What challenges/problems were organizations facing that created a need for a more robust “content” SharePoint piece?

  • Drowning in Paper
  • Manual processes causing too many errors that were costing time and money
  • Manual file and document retrieval was time consuming and therefore expensive
  • Project content sharing not easy

While Sharepoint contains elements that can either enhance or replace some of the more basic ECM functions, it’s more difficult or nearly impossible for Sharepoint to be a true ECM replacement. Some even argue that it’s just another general purpose application -- albeit powerful -- that can clean up and organize many a cluttered shared drive.

A key limitation that warrants consideration is SharePoint’s challenge to support large amounts of content. While capable of managing scanned document images, such as paper invoices, legal contracts and correspondence in low quantities or within smaller organizations, Sharepoint quickly reaches its limits when storing large document volumes, which are typical in most organizations. In addition, many users consider Sharepoint to lack enough bandwith for some applications, particulary records management and archives. As a result, users are showing a very strong interest in third-party integrations which complete the functionality gaps. Many are looking to integrate Sharepoint with front-end capture systems and new or existing repositiories to fashion a more robust and capable ECM infastructure.

The functionality gaps caused many organizations to recognize the need to use SharePoint in tandem with traditional ECM platforms. To enhance an ECM solution, you could use any of the 20+ products marketed and known today.

So why chose OnBase?

  • OnBase is continually evolving to meet the changing needs of your organization today
  • OnBase solutions are flexible and scalable(you can start in one department and move to other departments at your own pace)
  • Seamless integration with SharePoint and all other Line of Business systems

Using the SharePoint integration, OnBase provides users with real time process visibility into OnBase workflow activity, process bottlenecks and exceptions. Users can search, access, view or retrieve documents through a single interface, eliminating the need to log into multiple applications (known as application jumping). With the SharePoint and OnBase integration, users can scan documents directly through SharePoint, allowing users to manage all of their content within a single familiar interface. Documents scanned into SharePoint are automatically stored in OnBase and/or matched with related content and routed through workflows.

Why is the integration valuable?

  • Leverage investments by integrating these enterprise solutions to take advantage of the strengths of each.
  • Promotes worker efficiency by providing SharePoint users with instant self-service access to related content in OnBase.
  • Easy configuration and easily deployed without the burden or cost of system development. Easy to update pre-built workflows.
  • OnBase runs in the background but allows for high volume scanning and capture solution that complements SharePoint’s native capabilities.
  • Access critical business documents stored with OnBase directly within familiar, user -friendly SharePoint interfaces.

Untitled.pngIntegrating OnBase and SharePoint takes advantage of the strengths of each. SharePoint is great for collaborating across teams and organizations. It’s a great repository for new documents, presentations, etc. while you and your team work together, but it doesn’t address all the requirements organizations have for content management solutions. Once that business content is complete, OnBase is the better choice for long term archival and customized workflow.


Tags: Document Management, BPM, OnBase, ECM, Workflow, Microsoft Sharepoint

Achieve a Competitive Edge By Automating Your Business Environment

Posted by Cindy Bialy on Fri, Dec 08, 2017 @ 09:55 AM

dreamstime_xl_50167118 (2).jpgAutomation is drastically impacting the competitive landscape of many businesses. When was the last time you called for a taxi, opened a bank account in a physical bank, or waited in line for a concert ticket? Prior to the internet, customers and businesses interacted primarily in person or over the phone and no one anticipated it would be very different. Expected wait times for the final product or service were expected and anticipated. Now the younger generations not only expect instant outcomes or service but demand it. If they are not happy, they switch to another supplier or never use that supplier again.

This technology is rapidly altering the nature of competition in the late twentieth century, leaving managers with tools that were effective in the past, now with no other option than to find improved approaches in order to compete in today’s landscape. According to KMPG,” Successful digital labor automation projects see cost takeout in the range of 40 percent to 75 percent.’ This means that organizations prioritizing automated electronic business processes are not only faster, but more efficient. The outcome of automating processes is not only better response times and more effective processes but the reduction of human capital on mundane or repetitive low value tasks.

So how do you identify specific processes that could benefit from automation?

First of all, know that it is not only “big” processes that should be automated but significant efficiencies can be tackled with smaller processes. With that in mind, begin by looking across the organization and identify any workflows that can be simplified and automated. For example:

  • Invoice Processing. Are you receiving invoices from various sources, email, fax, snail mail, or EDI? Are you then printing off all sources and manually keying data into your ERP system? What about exemptions and approvals? Are they manually processed? Your goal should be to find areas that are open to efficiencies to help enable a working smarter approach. Check out what a paperless invoice process looks like.
  • Customer Service. Are you still keeping client files in paper form and filing them in file cabinets? Are you taking too much time finding those files to provide instant answers to client inquiries? Are you scanning paper supporting documents to provide to clients for their orders? Check out how an OnBase scan, retrieve, store solution can provide instant access to any documents necessary to provide instant customer information.
  • Credit Unions. Do you have member servicing delays on loan approvals due to manual paper based approval processes? Are you missing or losing important paper loan documents? Check out how an OnBase workflow eliminates delays and automatically routes documents to be reviewed. Are you sharing paper files with approvers and underwriter’s leaving sensitive information in files on people’s desk? Check out how the OnBase Data Security protects confidential information.

dreamstime_xl_18101491 (7).jpgWe here at Konica Minolta love efficiency and automation. Our ECM consultants and professional services staff are in the business of making you more efficient. Known for our Discovery calls, we take a look at how you are currently processing your invoices, customer service inquiries, HR onboarding, loan approvals and many more department workflows and map out better, more efficient ways to simply or combine any repetitive steps while recommending the best Electronic Document Management solution to capture, manage, access and store those documents associated with the processing of paper.

Organizations investing in new ways to streamline and automate existing business processes are achieving the competitive advantage by enhancing the bottom line and keeping customers happy.

Tags: Document Management, BPM, OnBase, ECM, Workflow

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.


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


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.


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.


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.


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.


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

Document Management Software Will Improve Your Business Workflow

Posted by Alyssa Anderson on Mon, Oct 24, 2016 @ 01:58 PM

dreamstime_l_42750009 (3).jpgDid you know, that approximately 65 percent of companies could not stay in business if they had to be closed for a week? Research shows that less than 5 percent of companies are truly prepared to endure setbacks in operation. What’s your plan if disaster strikes? Could your company recover? Whether fire, flood, or natural disaster, it’s important for organizations to have a disaster recovery strategy in place to achieve business continuity.  

Document management software provides a secure back-up plan that can strengthen any company affected by disaster and get a business running again. Implementing document management into your recovery plan will keep business moving by ensuring these three essential components remain intact:

Security ̶  Losing a lifetime’s worth of documents and data is any business owner’s worst nightmare. Document management software keeps your data together in a secure area, with robust user-based security, keeping records accessible only to the appropriate employees. With a Test Server in place, administrators can confidently test all aspects of their document management system outside of their production environment as added insurance for the safeguarding of day-to-day document activities.

Compliance ̶  Depending on your industry and the types of documents you work with, compliance requirements can be complex as well as stressful. Any errors could lead to fines, loss of licenses and even criminal charges. However, with document management software these risks are eliminated. Document history can be logged through in-depth audit trails, giving managers a timeline of views, modifications and workflow. Records retention schedules can be automated and notifications can be sent to make sure all document deadlines are met.

Efficiency ̶  Information sharing, collaboration and efficiency is greatly increased with document management software. Cloud-based document management allows you to access your files from any mobile device, tablet or laptop, eliminating delays in production.  Your documents are secure, backed up and always available so that business can continue as normal and work doesn’t need to stop.

dreamstimemaximum_36608398 (4).jpgMaking sure your company has a business continuity plan is critical. With document management software you can be sure your business is securely positioned for any unanticipated event or natural disaster, keeping your business intact and profitable. Give your business that safety net it needs by implementing a document management solution today! These solutions are tailored to your specific business size and type. Learn more about our SMB solutions and Contact Us with any questions you have!

Tags: Document Management, Paperless Office, BPM, ECM, Workflow, Going Green

Salesforce and OnBase: Do They Integrate?

Posted by Cindy Bialy on Wed, Oct 12, 2016 @ 02:35 PM

shutterstock_177469232.jpgIf your organization uses, then you already know that Salesforce is a powerful tool that can drive revenue and help your organization to provide a positive customer experience. Where Salesforce falls short is handling all of the files and the documentation that comes with managing:

  • Accounts
  • Contracts
  • Sales & Marketing Documents
  • Quotes
  • Cases

Konica Minolta recognizes the need to integrate enterprise content with customer data in Salesforce. Integrating Salesforce with an Enterprise Content Management (ECM) sollutions like OnBase has facilitated the bridging of that gap.

What makes the integration between OnBase ECM and Salesforce such great complementary solutions?

  • Salesforce handles data driven workflows very well and OnBase handles document driven workflows really well. These two strengths complement each other. By integrating documents and document-centric workflows handled by OnBase with Salesforce data, productivity and efficiency is maximized across both systems, and Salesforce users will have a more well-rounded perspective of their accounts, cases, leads and contacts.
  • Salesforce is not a content management tool. OnBase by Hyland Software is. Salesforce comes up short when managing documents and customer content in Salesforce. Salesforce does offer various ways to upload, files, content and attachments; however, these tools function in very disparate ways. As an Enterprise Content Management (ECM) tool, OnBase handles this content with ease. Integrating OnBase with Salesforce makes use of the best of both platforms.

dreamstime_xl_41184159_2.jpgWhile Salesforce and OnBase can both operate independently and quite effectively on their own, combine their functionality and it’s a match made in heaven.

What are the benefits of integrating?

  • Eliminate switching between screens to find the right information –Users gain instant access to related content stored in OnBase without leaving Salesforce.
  • Ease the transition to new software –Because users can access OnBase content directly from Salesforce, training is minimal. User acceptance also increases because staff can access needed content from the familiar applications.
  • Reduce manual data entry – OnBase can instantly update your Salesforce as soon as it receives information and, in turn, Salesforce can update the information stored in OnBase.

The Highlights

  • Streamline administrative processes associated with filing, storage and retrieval of documents
  • Eliminate manual key entry and increase data accuracy
  • Increase customer service levels with direct access to documents from Salesforce screens
  • Gain visibility into authoring and review processes with automated notifications and escalations

If you would like to learn about implementing an ECM solution to integrate with your Salesforce solution then contact us! We’d be happy to help.

Tags: Document Management, Paperless Office, BPM, ECM, Workflow

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

The Impact of Document Management Software: Reinventing The Accounts Payable Process

Posted by Alyssa Anderson on Thu, Aug 25, 2016 @ 11:57 AM

shutterstock_195700796.jpgEvery business has invoices to pay. Whether you have one clerk or a team of 20, the Accounts Payable (AP) process is universal and one of the most heavily stricken by paperwork. The constant influx of invoices, purchase orders and packing slips can seem never ending, one pile after another. Even worse, managing paper-based documents can drive up costs and create inefficiencies in daily performance. From fraudulent charges, to missed deadlines and double payments (yes, I said DOUBLE), the best way to ensure your invoices are paid properly is by taking your AP process digital.

I get it, change is hard. But no company wants to mismanage their financial data. Handling nearly all payments outside of payroll, AP departments need structured processes to prevent the common mistakes bound to managing paperwork. Document management software not only helps organize your AP department to operate more efficiently, but also provides advantages in productivity and collaboration, all while saving you time… and money! What’s not to love? Let’s take a closer look at how document management software reinvents paper-based accounting:

shutterstock_161091365-1.jpg1.) Automate Invoice Approvals & Payments - Paper-based invoicing can lead to delays if someone is unavailable or out of the office, causing missed payments and an increase in costs. Even dropping an invoice on an associate’s desk is at risk of being thrown out, lost or viewed by the wrong eyes. With document management software, your invoices are secure and yet always available from the convenience of your workstation. Out of office? No problem. Users can view digital files and start the approval process from a laptop, tablet or smartphone – and no one will even know you’re still in bed! Alerts can also be set up to notify users when new invoices are ready to be reviewed and approved, automatically sending the documents in question to the appropriate recipients. Additionally, much of the main focus of AP departments is on the three-way match. The key to getting an invoice approved quickly is validating that you received what was intended to be purchased, and that the terms and amounts match the invoice and original PO. Document management software keeps files organized and accessible for instant matching.
2.) Data Entry: Visibility, Productivity & Accuracy - What was that PO Number? How many pens did we order? Where is our package? With document management software, questions like these are a thing of the past. Search via index information, body text or even date range. Special characters can also be used to further filter results. Voila! Document management software lets you find what you need when you need it. But let’s go back. Before we can search for a document, we need to capture it. Manually entering paper invoices can lead to entry errors and data loss. Document management software allows users to capture the necessary data through Optical Character Recognition (OCR). Place a stack of paper invoices on your office equipment device and move on to tasks of higher importance. Built-in OCR capabilities will scan each document individually, grabbing all of the key data and automatically filing into “Archives.” Set, scan and forget – OCR does the work for you.

3.) End the Constant Compliance Worry- Do you know if business rules are being enforced? Are you prepared to prove your company’s in compliance with the SEC, FINRA or ESIGN regulations? Document management software can help your business tie together all the important documents needed during an audit. Purchase orders, delivery receipts and check images can all be instantly and digitally available to anyone with user-based permissions. These features can also help manage compliance risks by controlling policies and having a quicker response time to legal or regulatory actions. What about protection? Monitoring signatures and irregularities makes it hard for companies to protect themselves from fraud. But digital approvals identify which user took action and creates a reliable audit trail that can be easily used and viewed, validating the history of each and every document.

Paying your vendors on time is critical to the success of your business. Whether your company is big or small, with paper-based accounting methods it can be hard to keep track of where everything is located and what has been fulfilled. A paperless solution could prevent all of the issues that AP departments face, while keeping processes structured and well managed.

Learn how real document management users have streamlined AP tasks at significantly lower costs. These solutions are tailored to your specific business size and type. Learn more about our Document Management solutions here and Contact Us with any questions.

Tags: Document Management, Paperless Office, BPM, ECM, Workflow, accounts payable

Are You Using Your ECM Solution Properly?

Posted by Alyssa Anderson on Tue, Aug 16, 2016 @ 02:44 PM

shutterstock_87259876.jpgAIIM research finds that more than 50 percent of users say their Enterprise Content Management (ECM) investments are not successful. This should be taken as a sign that document management software projects may not have been well planned prior to implementation. Are you part of the statistic? If so, that’s okay. You’re not alone. This just means it’s time to address the issues you may be facing. So, let’s take a look at one of the most common mistakes: user adoption.

Shifting your focus to the opinions of those who will actually be using the software will help the implementation process. By involving them from the start, not only will they feel like an important part of the process, but it will provide you with greater visibility into their daily pain points. To ensure your ECM software is being leveraged to the fullest, maximizing results in your organization, here are a few other guidelines to follow:

  1. Start Small – It’s important to start with one well-defined process in order to fully optimize the software. If too many individuals are involved, you won’t be able to learn the basic steps needed to run a successful implementation. Focusing on one target group at a time will give you the opportunity to learn, adapt and work effectively before implementing the solution company wide. Common starting points include processes like employee onboarding and management or in departments like Accounting and Finance.
  2. Identify Goals – Setting goals for your company will help you find the exact features and functions you need from your document management solution. When you have an understanding of what you want to accomplish, the software implementation becomes much smoother, targeting the areas of concern. Make sure you address those key pain points with your solutions specialist so they can find the best fit for your specific business needs.
  3. Streamline Transition – Change is hard. When employees are so accustomed to completing tasks a certain way, they can be resistant to new methods. By involving the people that are going to be using the software daily, it is more likely that they will react positively to the change. As a bonus, you will get to hear their insight and they can give you a better idea of what is and is not needed for an easier transition.

shutterstock_234708769.jpgThe key to a successful ECM implementation is to understand the needs of your company and the employees who work there. Implementing a user adoption plan, through communication and collaboration, will make for a smoother transition and lead to a more successful outcome on your ECM solution.  These solutions are tailored to your specific business size and type. Learn more about our SMB solutions here and Contact Us with any questions.

Tags: Document Management, BPM, ECM, Workflow, go paperless, document capture

Business Continuity: How Document Management Software Could Save Your Company

Posted by Lauren Ford on Tue, Aug 09, 2016 @ 01:40 PM

123.jpg93 percent of companies that lost their data center for 10 days or more due to a disaster filed for bankruptcy within one year. What would you do if all of your business documents were suddenly gone? Think of the aftermath. How would you recover? Most organizations fail to have an acceptable recovery plan in place because they don’t recognize the need for it. But having a disaster recovery strategy is critical to ensure business functions can continue despite an unfortunate incident.

Whether theft, fire or natural disaster, everything can be destroyed in minutes. There’s no insurance policy or filing cabinet that could bring back the data. But luckily, document management software can save it. Document management software provides a secure backup plan to ensure continuous data access and integrity. If you have a long-term business plan, you’ll need to protect it. Let’s explore how document management software keeps your business safe and secure.

Preparation: Having to tell your customers that all of your data has been lost in a fire is a company’s worst nightmare. This can be avoided completely if you are well prepared with a document management solution. With document management software, a Test Server can be put in place, allowing administrators to confidently test all aspects of their document database outside of their production environment. This approach to disaster recovery is strongly recommended as added insurance for organizations that rely heavily on digital business. Additionally, paper-based businesses going digital with document management software gain a safe haven for records which protects beyond fire, flood or theft. Customers, partners and employees need to know that sensitive data such as salary ranges, medical history, pricing and contact information is secure from people they may not want seeing it. Once files are scanned into a document management system, user permissions can be set through password based security parameters, ensuring private information is accessible only to those who need it.

Recovery: Paper documents stored in filing cabinets are extremely vulnerable to being damaged, lost or destroyed. But even electronic documents are exposed to disaster. An essential tool in any business continuity plan is the ability to run an offsite location where data and documents are regularly updated and can be accessed quickly. With a document management Disaster Recovery License, administrators can maintain a licensed “hot site” for continuous access to your records in a single location — one that does not include rent or utility expenses! That way, if disaster strikes, the digital files have been easily backed up and can now be recovered within minutes.  In the event of a catastrophe, your documents are available through remote, VPN or web based access.

shutterstock_203618407.jpgCompliance: Many businesses must comply with strict government and legal requirements when it comes to records maintenance. They need to be organized, secure and accessible. Document management software presents a system for handling the policies and processes used by an organization to manage its information through every phase of existence — from creation through to destruction. Document management software enables organizations to establish regular and consistent guidelines in audit situations, demonstrating and providing assurance of compliance and practice standards. Document management software makes it easy to be compliant so that, in an audit emergency, your business can prove it’s abiding by the rules set in place.

Looking at the cost of going paperless compared to the consequence of losing all your files, or even your business, the price is extremely immaterial. Don’t be another statistic. Beat the odds and be prepared by investing in document management software today. These solutions are tailored to your specific business size and type. Learn more about our SMB solutions here and Contact Us with any questions you have.

Tags: Document Management, Paperless Office, BPM, ECM, Workflow, Going Green, Data Security

Three Areas Where Process Automation Streamlines Information Sharing

Posted by Lauren Ford on Wed, Aug 03, 2016 @ 09:09 AM

shutterstock_161091365.jpgDelivering paperwork from desk to desk, requesting written approval, manually searching for correspondence – all of these tasks are inefficient and time-consuming. Implementing a process automation solution can transform your existing routine from ineffective to exceptional. 

Process automation blends people and their work together into one streamlined performance, creating a strategic foundation for daily operations to take place, boosting productivity, simplifying collaboration and improving the quality of output. Imagine how much more work your team can get done by automating document-driven tasks from capture to routing, escalation and even tracking. Beyond conventional record-keeping activities, automation has the inherent strength to handle the most complex business functions, enabling your organization to better manage daily activities.

Here are the three most common areas where process automation solutions are used: 

  1. Accounting: Accounts Payable automation streamlines the high-speed capture of business-critical documentation — like invoices and purchase orders — through a variety of methods, from scanning to web forms and even email. This, in return, eliminates a high percentage of your manual processing errors, such as entry mistakes, invoice duplicates, lost data and more. Your staff can automatically extract high-value information quickly and efficiently without manual intervention, creating a streamlined, fully digital invoice management process. By providing one single point of access, you’re saving time and simplifying the search and retrieval of information with the seamless ability to process documents in tandem with an existing accounting software, such as QuickBooks or Microsoft Dynamics.
  1. Human Resources: Process automation provides Human Resources departments with real-time monitoring and automated escalations to keep employee processes moving and on schedule at all times. With greater insight into control, there’s no need for you to worry about compliance or accountability. Your employees can easily see the status of their tasks with a full overview of all actions completed and outstanding. This, in return, simplifies internal communication as all of your users involved in a workflow process have easy access to the information they need. As a potential employee moves through the hiring process, all corresponding paperwork — from hire to retirement — is organized and efficient. The solution pushes onboarding documents through the hiring process into interview scheduling, approvals and performance reviews. A flexible workflow will also set reminders of post-hire activities including periodic evaluations, benefits activation and credentialing. A well-implemented process workflow ensures processing is completed accordingly to your company’s specific regulations, leading to faster and better-informed decision making.
  1. shutterstock_110459051.jpgContracts Management: Automation reduces the costs, complexity and time to deploy manual contract processes by allowing your users to accomplish more with fewer resources. No more waiting or following up. Business process automation initiates intelligent queuing and routing, allowing contracts to be delivered to — and processed by — the right people. Contract automation improves collaboration and enhances your customer experience by seamlessly connecting internal employees with each other and the customer. Automatically schedule follow-ups and gain real-time monitoring with every step of a contract signing process, including current status, deadline alerts, delay notifications and approaching due dates. Further simplifying this paperless process, your staff can adhere to government compliance regulations by applying electronic signatures into the automated process. Decision-makers can digitally sign web forms with a mouse, stylus pen or finger, which allows their staff to eliminate the need to print, sign and rescan. 
Implementing process automation solutions can improve the credibility, productivity and profitability of any organization. These solutions are tailored to your specific business size and type. Learn more about our SMB solutions here and Contact Us with any questions you have!

Tags: Paperless Office, BPM, ECM, Workflow, accounts payable, Human Resources