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Konica Minolta ECM Blog

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

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

You Can Justify Your ECM Investment With A High ROI

Posted by Dan Termale on Tue, Aug 18, 2015 @ 11:48 AM

ROIIn every business decision or investment there is one important factor that needs to always be present, that is whether or not that decision or investment is going to bring back a positive return on your investment & time spent. It's a fundamental principle that helps organizations with their decision making. If you are 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) has been one of the fastest growing areas in technology for several years. Many reasons like compliance and regulatory pressures continue to drive the importance of ECM along with its promise of very high ROI's. The return on investment on a ECM solution is usually realized within the first 12-18 months of deployment. A survey conducted but AIIM, a Silver Spring, MD., ECM association, reveals that while cost reduction is still dominant in driving ECM decisions, compliance and payback are growing in popularity.

chessDecision 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 see if your organization would benefit from an ECM or Document Management solution is to have an ROI profile completed. This ROI profile will tailor the ECM solution to your company's exact needs and requirements and it will 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 is not the right fit for you. Most of the time the ROI profile will be serve as a rude awakening to how expensive your paper intensive manual business process are and will make you say , "Why didn't we do this a long time ago!" 

It is 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 is done correctly. If you are reading this and would like to get an ROI profile on your company or organization or maybe you just would like to get some more information, please click the click this link to contact us!

Tags: Paperless Office, BPM, Mobile Solutions, Workflow, CAD

Revolutionize Your CAD System With ECM

Posted by Brianna Smith on Thu, Jul 16, 2015 @ 02:06 PM

mechanical-engineering-scholarships-1CAD systems are generally used by manufacturing and construction businesses for designing and engineering purposes. They help with many things, from product design, to blueprints for constructing airplanes or bridges. Its a unique system in that it is a combination of hardware and software that allows engineers and architects to design anything that they can think of.

However, like alot systems out there, many businesses using it arent pushing it to its fullest potential. They dont realize that, with an ECM solution, they can improve their existing CAD system.

How can this be done? Its easy. An ECM solution would hone in on the biggest contributors to productivity, and increase their efficiency. Take communication for instance. Communication is one of the biggest contributors to productivity. An ECM solution would work to ensure that business processes are flowing and working together to keep an open communication with users.

business-process-automationAnother challenge that CAD users often face, that an ECM solution would solve, is disorganization. An ECM solution would make it so that all project information will be kept in one secure, centrally located place. Having a central location for the engineers to be able to go see the overall big picture of their projects is key. Simply put, having an ECM platform working with a CAD system to house all files, documents, pictures, and other project information will make it a lot easier to search and retrieve a drawing or file when its needed.

Here are just a few ways that ECM can help boost the success and efficiency of an existing CAD system:

      • Extend ECM capabilities to CAD files, including capture, search, workflow, folders and revisions.

      • Enable centralized storage, granular security and consistent retention for all documents within an organization, including CAD files.

      • Minimize training and increase software adoption by keeping CAD users in the CAD application.

      • Reduce need for additional CAD software licenses, by providing a CAD Viewer for non-CAD users.

      • Provide remote, distributed access to CAD drawings via the Web, promoting multi-site collaboration.

Are you in need of an ECM solution to help drive efficiency in your business? Contact us! Wed be happy to answer your questions.

Tags: Document Management, Paperless Office, BPM, ECM, Workflow, Construction, CAD, enterprise content management,

Use Your CAD System To Its Fullest Potential With ECM

Posted by Dan Termale on Tue, Mar 11, 2014 @ 01:51 PM

CAD SystemMany different organizations utilize their CAD systems for designing and engineering plans for all types of areas from product design to designing bridges and airplanes. It is quite the technology and it is particularly common in the manufacturing and construction industries. If you are not familiar with the CAD system, it is a combination of hardware and software that enables engineers and architects to design basically anything that they can think of. One of the features that CAD offers is being able to view your design from any angle and being able to zoom in or out to view from close up or long distances. This software is crucial to many organizations and industries but the reality is that many are not using it to its fullest potential.  

business communicationCommunication is one of the biggest contributors to productivity. When your business processes are flowing and working together keeping open communication with your users then you will see how efficient your processes can become. A challenge for many CAD users has been having all of their project information in one secure centrally located place. Having a central location for the engineers to be able to go see the overall big picture of their projects is important. When all of your documents , drawings, and plans are spread between different applications and formats this becomes impossible to do. Having an Enterprise Content Management (ECM) system for CAD that will hold all of your CAD files and drawings in one safe place will help to give the engineers a quick and easy way to see everything in one place. OnBase is one of the industry leading ECM for CAD systems in the market today that integrates with your ERP and CAD systems for one powerful solution. Having an ECM platform in conjunction with your CAD system to house all of your CAD and relating information will make it a lot easier to search and retrieve a drawing or file when you need it. 

These are some Key Features:

From the CAD application:

  • Open, maintaining persistent checkout (lock) of multiple CAD files for edit, without the risk of overwriting work.
  • Save, automatically detect any xrefs (child documents) that are statically linked to the imported CAD drawing, maintaining compound document relationships.
  • Extract metadata from CAD drawing block attributes for automatic keyword indexing.

From OnBase:

  • View, Markup and Print CAD files stored in OnBase via a browser or desktop client, without CAD software.
  • CAD Viewer supports 300+ file formats including multiple CAD (2D & 3D), MS Office and PDF documents. 

The benefits OnBase brings to your process:

  • onbase ecmExtend OnBase capabilities to CAD files, including capture, search, workflow, folders and revisions. 
  • Enable centralized storage, granular security and consistent retention for all documents within an organization, including CAD files.
  • Minimize training and increase software adoption by keeping CAD users in the CAD application.
  • Reduce need for additional CAD software licenses, by providing a CAD Viewer for non-CAD users.
  • Provide remote, distributed access to CAD drawings via the Web, promoting multi-site collaboration.

 If you have any questions please feel free to input them into the comments section below! If you would like to chat with us about a project or to get more infomation then just Contact Us! 

Tags: Document Management, Paperless Office, Kofax, BPM, OnBase, ECM, Workflow, Smart Process Applications, Construction, Document Imaging, The Cloud, CAD

The Construction Industry Has It's Own Unique Business Challenges

Posted by Dan Termale on Mon, Feb 03, 2014 @ 01:48 PM

Project ManagersEvery business has it’s certain challenges and requirements that they seek to overcome with various forms of technology , infrastructure , and specialized workers. Certain industries are more paper heavy and process oriented than others. When you look at the Construction Industry you see a huge need for streamlining processes and tying them together when it comes to documentation and project planning. Any construction project these days involves heavy documentation and processes that need to be logged and accounted for. For example the guidelines for Health and Safety and other legal requirements have increased greatly over the past few years which only makes these processes and compliance issues more complex.  

Project managers are facing issues with having all of their project information in one secure centrally located place. When you are dealing with paper forms, purchase orders, project documents and other types of information the challenge becomes how and where to store it all. Once you do store it, you want to be able to access the information when and where you need to. With your paper and manual processes that’s not always possible, but with a content management solution and strategy this can all be once smooth and very flexible process.  

Construction SolutionsThe #1 Enterprise Content Management (ECM) solution in the industry, OnBase, makes it easy for you to control your documents, whether they are Word/Excel Doc, PDF, CAD drawings, or any other type of file that they may be in. Both incoming and outgoing communication types relating to your construction or work project can be filed in one central repository for those who need access to them. If you have a project manager on site and he needs to pull up the blueprint drawing to check on something he can pull it up within seconds on his tablet or smartphone. This revolutionizes the way your worksites operate and boosts the efficiency levels to new heights. Communication is one of the most important aspects in any business process and the faster you are able to access the information you need to make your business decision the more efficient you become. 

Initial benefits you will realize with an ECM solution:

  • Your staff will be able to work more efficiently
  • Your customers will receive better service
  • You will save space and time which translates into saving money
  • Your documents and information will be safeguarded from any natural elements or disasters, and will be kept secure.
  • Scale their solution across PC's, Phones and iPad's while managing information in a central repository.
  • Manage Auto-CAD, Revit, and other CAD or Building Information Modeling (BIM) Documents and Information.
  • Promote faster inter-departmental processing, allowing staff to make better, more informed decisions. 

Contact Us for more information!

Tags: Document Management, Paperless Office, Kofax, Kofax Capture, BPM, OnBase, ECM, OnBase workflow, Mobile Solutions, Workflow, Smart Process Apps, Construction, CAD

Streamline Your Blueprint Management Process

Posted by Dan Termale on Mon, Oct 21, 2013 @ 12:29 PM

BlueprintsThis short overview video depicts how OnBase is used to archive, retrieve and modify compound drawings directly from your CAD application. Learn how multiple users can simultaneously access, markup and review changes on documents in real-time, accelerating the drawings review process. Additionally, discover how the OnBase Drawings Management solution allows non-CAD users to participate in reviews without permanently altering drawing files.

These are some Key Features:

from the CAD application:

  • Open, maintaining persistent checkout (lock) of multiple CAD files for edit, without the risk of overwriting work.
  • Save, automatically detect any xrefs (child documents) that are statically linked to the imported CAD drawing, maintaining compound document relationships.
  • Extract metadata from CAD drawing block attributes for automatic keyword indexing.

from OnBase:

  • View, Markup and Print CAD files stored in OnBase via a browser or desktop client, without CAD software.
  • CAD Viewer supports 300+ file formats including multiple CAD (2D & 3D), MS Office and PDF documents.
The benefits OnBase brings to your process:
  • Extend OnBase capabilities to CAD files, including capture, search, workflow, folders and revisions. 
  • Enable centralized storage, granular security and consistent retention for all documents within an organization, including CAD files.
  • Minimize training and increase software adoption by keeping CAD users in the CAD application.
  • Reduce need for additional CAD software licenses, by providing a CAD Viewer for non-CAD users.
  • Provide remote, distributed access to CAD drawings via the Web, promoting multi-site collaboration.
If you would like some additional information on OnBase or if you have any questions please Contact Us - we would be glad to help!

Tags: Document Management, Paperless Office, OnBase, ECM, CAD

ECM for the Construction Industry - Using the Right Tools

Posted by Dan Termale on Fri, Oct 04, 2013 @ 02:03 PM

Construction ECMCertain industries are more paper and process oriented than others. The construction industry is a vast industry filled with all different types of occupations and certain areas of focus. Any construction project these days involves heavy documentation and processes that need to be logged and accounted for. Just over the recent years the guidelines for Health and Safety and other legal constraints have increased which complicates these processes more and increases the need for corporate compliance in every area.

The #1 Enterprise Content Management (ECM) solution in the industry, OnBase, makes it easy for you to control your documents, whether they are Word/Excel Doc, PDF, CAD drawings, or any other type of file that they may be in. Both incoming and outgoing communication types relating to your construction or work project can be filed in one central repository for those who need access to them. If you have a project manager on site and he needs to pull up the blueprint drawing to check on something he can pull it up within seconds on his tablet or smartphone. This revolutionizes the way your worksites operate and boosts the efficiency levels to new heights. Communication is one of the most important aspects in any business process and the faster you are able to access the information you need to make your business decision the more efficient you become.

Construction ecmDocuments relating to all aspects of your projects whether it be financial, structural engineering, architects, surveyors, legal, or any other area will be filed in your OnBase ECM system that stays accessible and secure 24/7. The challenge most project managers face when they are in the midst of a project is the ability to see the big picture. A snap shot of everything going on related to that project that they can track and account for. Within OnBase you can pull up every type of documentation, business decisions made or in process, or other related documents that pertain to your project. No more going through messy, unorganized paper files that are spread out between different job sites.

These are some initial benefits you will realize with an ECM solution:
• Your staff will be able to work more efficiently
• Your customers will receive better service
• You will save space and time which translates into saving money
• Your documents and information will be safeguarded from any natural elements or disasters, and will be kept secure.
• Scale their solution across PC's, Phones and iPad's while managing information in a central repository.
• Manage Auto-CAD, Revit, and other CAD or Building Information Modeling (BIM) Documents and Information.
• Promote faster inter-departmental processing, allowing staff to make better, more informed decisions.

Those are just a few areas that a construction ecm solution like OnBase can help you to improve on. These ECM platforms are designed to overhaul your entire organization and handle even the most complex processes and business functions. The ROI on an ECM system usually pays for itself within the first 12-18 months and you will feel the effects of running more efficiently immediately.

Contact us at AMS Imaging to speak with one of our construction industry experts on how you can start or continue the process of going paperless and transforming your business!

Tags: Document Management, Paperless Office, AMS Imaging, OnBase, ECM, Mobile Solutions, Construction, Blueprints, CAD

Do You Use CAD Software in Your Business Processes?

Posted by Dan Termale on Thu, Aug 08, 2013 @ 02:43 PM

CAD Drawing

There are all kinds of organizations that use CAD systems for designing and engineering plans or blueprints for their products and building projects. A CAD system is a combination of hardware and software that enables engineers and architects to design anything and everything. Within their CAD systems the engineers are able to view a design from any angle with the click of a mouse and can zoom in or out for close ups and long distance views. For many organizations their CAD system is a core business system from which their business processes revolve around.

Using CAD for your design documentation includes more than just producing drawings, but it also includes contract specifications, change requests and purchasing documents are also required to complete your engineering projects. The challenge is that most of these supporting documents are stored separately either in different physical places or in different programs, so it's hard to get that complete picture. With an Enterprise Content Management (ECM) solution like OnBase you can connect your related business content with your design drawings. Even your complex, compound CAD files can be stored all in one place for you to be able to access easily, getting that full picture of your project that you have been wanting.

OnBaseWith OnBase you can empower your engineers to retrieve, modify, and archive drawings without ever leaving their familiar CAD environment. This integration is huge and cuts down costs of training and the worry of having to learn a new system. Your process doesn't have to drastically change and you can assure your staff of that. Instead your processes will just become way more efficient and complete. Enable your project managers, cost accountants, and customers to mark up drawings and view related documents all in one easy to use place!

Improve your design processes with OnBase and find out why organizations all over the world have adopted ECM with their CAD systems!

Tags: OnBase, ECM, Construction, CAD

Engineering Drawings, Blueprints, Building Plans - Convert with ECM

Posted by Dan Termale on Wed, Jun 19, 2013 @ 01:41 PM

blueprint drawingsEvery building, house, and recreational area starts out as a blueprint engineering drawing. It's in these building and spec plans that every area of the structure is planned out and designed. Large buildings, University Campuses, Hospitals, etc all have their blueprint drawings and building plans that they have to store. Facilities Managers and engineers need to re-visit these plans when planning new projects, additions, and many other maintenance needs that require them to check the blueprints and plans. This is not always an easy process since you could have thousands of blueprints being stored and in order to find the one you are looking for you have to manually locate it if possible.

Many organizations use CAD systems for designing and engineering their building plans and products. A CAD system is a combination of hardware and software that enables engineers and architects to view a design from any angle with the click of a mouse and can zoom in or out for close up and long distance views. This is a very common platform that's used across every industry for their engineering needs. A challenge many engineers face is being able to see the complete "picture" when working on a design or modification project. Most projects consist of more than one blueprint, documents, and drawings and without having them all in one system to view and edit, it gets hard to manage. Having an Enterprise Content Management (ECM) system for CAD that will hold all of your blueprints in one safe place will help to give the engineers a quick and easy way to see everything in one place. OnBase is one of the industry leading ECM for CAD systems in the market today that integrates with your ERP and CAD systems for one powerful solution. Having a Blueprint ECM platform to house all of your digitized blueprint drawings will make it a lot easier to search and retrieve a map when you need it.

plan roomThere are a few ways you can digitize your blueprints and drawings. You can purchase a wide format scanner and scan them all yourself. You can scan them right into your ECM and the system will index and label them for you to be able to easily retrieve or edit them as needed. Another option is to outsource your maps to a solutions provider like AMS Imaging and we will pick your maps and scan them for you in our highly secure scanning facility. We have scanned millions of maps for large ivy league universities, government buildings, and companies of all sizes. We can usually scan and convert them for cheaper than it would cost if you did it in-house yourselves. It's one of our specialities , Blueprint scanning services can be a great option for someone who has a ton of maps they need digitized. If you have 40,000 maps that all need to be converted to digital eventually, don't get overwhelmed. You can always start with a small batch and over time convert more and more of your maps until they are all complete. It does not have to be one full conversion expense all at once, most people do it in stages.

If you want to talk to us about your blueprints and drawings we would love to chat and help figure out what would be the best way for you to get them digitized.  Let's Talk!

Tags: document scanning, ECM, Construction, Blueprints, CAD