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Konica Minolta ECM Blog

The Pathway to Faster Public Records Fulfillment

Posted by Cindy Bialy on Tue, Aug 22, 2017 @ 02:46 PM

dreamstime_5865029 (3).jpgMore than ever before, government officials feel increased pressure to provide easy access to public records and often face mandates for fulfilling requests. Unfortunately, an overreliance on paper-based and manual public records request fulfillment makes meeting request deadlines difficult. Hunting down documents from multiple departments, locations and filing cabinets puts a strain on government staff and leads to lengthy fulfillment cycles. Given the increase in public requests and the scrutiny from the federal government to provide the public with better access to records, there is no doubt constituents want more access to public records while government expectations increase.

To address this situation, many agencies have decided to use an enterprise content management (ECM) system to digitize records. The challenge of finding records is overcome by providing a single, central and electronic repository to store and retrieve records.

With an ECM solution such as OnBase, you are ensured a complete search and a full list of documents that meet that request, whether the request is submitted online or by paper request. Keyword and full-text searches allow the clerk staff to find documents, easily saving staff time and money and making the processing of requests faster. With OnBase redaction tools, you protect any sensitive or confidential data on documents before delivering the request.

dreamstime_l_17691204 (1).jpgOnce a public request is submitted online or by other methods, requests enter a workflow so OnBase can automatically route them to the correct department for review, assignment and fulfillment. OnBase eliminates manual methods to track the request, logging the requests, staff fulfillment assignment, compiling documents into packets, redact confidential information and even sending electronically to the requestor or posting to a portal. Staff is notified of new requests and those in need of immediate attention. Deadlines are easily met without worrying about fines or other penalties for noncompliance.

Additionally, OnBase equips you with reporting dashboards that describe and identify bottlenecks. Dashboards report on many areas – open requests, request types, assigned departments and more – allowing better management of tasks and increased visibility into types of requests, number of requests and information being requested.

With the OnBase solution, you simplify request submission and fulfillment. From online request capabilities and comprehensive record searches to digital delivery, OnBase improves the process from beginning to end.

Tags: Document Management, Paperless Office, OnBase, ECM, OnBase workflow, Workflow, government

Why Adopt Content Management Technology in 2017

Posted by Cindy Bialy on Fri, Aug 11, 2017 @ 09:42 AM

dreamstime_10957071.jpgOrganizations are moving away from paper documents and are “going digital” or “going paperless”.  Content Management has always been key to business operations, but current methods have improved vastly from those of even 10 years ago. Content Management software, also known as Enterprise Content Management (ECM) or Document Management, has taken the lead in improving and streamlining current front and back office processes.  If your organization hasn’t started making the switch, you’re already behind your competition. 

A number of trends have recently emerged in content management practices and many have the potential to stand the test of time.  Some have been around for years, yet are now just starting to become commonplace. Some, however, are just debuting in the world of content management software.

The biggest content management trends for 2017 are:

Cloud Computing:

When Cloud computing started to gain popularity, many people were hesitant to jump on board. The technology seemed promising, but was it secure?  How did it work?  Could I lose all my information?

Cloud computing has revolutionized software in general and has had a profound impact on document management software. Documents and files are available anytime, anywhere with just an Internet connection..  You no longer need to be on a specific computer or within a closed network in order to access your files.

Mobile Friendly

Today’s professionals are constantly in motion and they must have constant access to important files and documents to approve invoices, review HR applications, review contract changes and much more.  Document management software needs to be accessible from mobile devices to avoid the bottle necks caused by being away from the office.  Accessibility isn’t enough; the experience must be user friendly.  As mobile devices continue to increase in use and popularity, so has the availability of a mobile-friendly software platform. Quick access, simple routing and easy approvals make mobile content management an essential part of daily collaboration, no matter where staff are working. 

dreamstime_19608025 (2).jpgCollaboration Enhances Content Management

Email has typically been the tool for collaborating on documents, but email collaboration can be cumbersome and confusing, especially when you need to track changes and reference earlier versions of a file.  When you are collaborating within a single space and changes are automatically tracked, the problems disappear. The best document management software vendors know the importance of easy content collaboration and they make sure to incorporate this functionality into their document management solutions.

Workflow

We can all agree on how manual paper-based processes suffer from process errors, bottlenecks, and missing information causing delays and reduced productivity. Traditionally many processes such as invoice approvals are processed and approved manually, but it’s important to understand there’s a better way to do this in the 21st century. That better way is through an electronic automated workflow. Workflow isn’t just a way to automatically push documents through work queues, it also optimizes your processes. 

Scalability

As your business grows, can your current document management system grow with it?   Can it migrate smoothly from one department to others, eventually to entail the whole enterprise?  Document management software that has been designed with scalability in mind enables organizations to transition smoothly as they grow in size.

More Affordable Solutions

dreamstime_l_41372515 (1).jpgCutting-edge document management software was once so expensive that many organizations chose to avoid it altogether.  Today’s vendors know that in order for their software to be adopted, it must be affordable.  Cloud  computing and advancements in technology have made it possible to purchase document management software without blowing the budget.

These content management trends provide an idea of what has improved and changed to make solutions more accessible to organizations.  Businesses are rejecting out dated stand alone applications in favor of integrated, user friendly solutions. Advances in document management technology is making life easier for organizations in every industry. In today’s world the need to partner with highly competent organizations such as Konica Minolta becomes essential to the success of any Content Management experience. Contact us today for a demo.

Tags: Document Management, Paperless Office, ECM, Workflow, Smart Process Applications

OnBase ECM Provides Speedy Public Records Request Fulfillment

Posted by Cindy Bialy on Wed, Jul 19, 2017 @ 02:30 PM

Many county and city clerks embrace technology to deliver paperless agendas and provide meeting videos online, but they struggle with the public records request obligation. Increasing records requests and predatory records requests — along with lack of staff — all add to the challenge of meeting this legal responsibility. 

ECM Challenges

The mismatch between the increasing number of requests and staff availability isn’t the only barrier clerks face. Unlike records management, a record request can ask for just about anything. Hunting down paper documents from multiple departments, locations and file cabinets puts a burden on government staff and leads to lengthy fulfillment cycles.

When you add up these challenges, it’s clear that clerks can’t meet request deadlines and responsibilities to fulfill all the requests. The only reasonable course for clerks is to implement and encourage technology that addresses these challenges and restores control to the individuals who have this legal obligation.

You can find meet these challenges with an enterprise content management (ECM) solution like Hyland Onbase, one of our strategic partners. OnBase by Hyland combines capture options, automation and reporting, and a central repository for records in a single package. It provides all of the features that your city/county clerk needs, including:

· Instant capture

Ensure all documents and records are captured and stored immediately upon creation through scanning, electronic forms or archiving emails and attachments.

· One single, central and electronic location to store records

By providing a central location to store records, you save staff time as they no longer are digging through filing cabinets or offsite storage sites. They can now search for records electronically using keyword and full-text searches. With a central repository, you are ensured a complete search and a full list of documents that meet the request.

· Move requests online an automate the process

Today’s constituents expect speedy fulfillment of requests and to be able to conduct those requests online. By moving to a web submission process, requests are never lost, are instantly routed for attention, and are tracked via electronic workflow management.

· Use of reporting dashboards

Paperless ECM Solutions

Once you automate you can identify bottlenecks, allowing better management of tasks and reasons for slow fulfillment.

Access to public records is a cornerstone of an open, transparent government and the OnBase Public Records Request solution provides your organization with the tools it needs to quickly complete records’ requests so you can successfully fulfill your legal obligation. If you have any questions or would like to learn more, then please Contact Us. We would love to help.

Tags: Document Management, OnBase, ECM, OnBase workflow, Workflow, document capture, government

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,

Hyland’s OnBase Named Leader in the Gartner Magic Quadrant for ECM

Posted by Cindy Bialy on Thu, Dec 08, 2016 @ 02:45 PM

dreamstime_12437534.jpgWhen evaluating technology, the Gartner Magic Quadrant is an unbiased source of information about technology vendors and their offerings. Shifting business requirements for digital content and new technologies are changing the ECM market. This Magic Quadrant analyzes these dynamics, their impact on ECM vendors and their implications for application leaders in charge of content management. Hyland’s OnBase – a Konica Minolta offering – was named a Leader in the 2016 Gartner Magic Quadrant for Enterprise Content Management (ECM).

Gartner, a leading information technology research and advisory company, issues this report annually to provide greater insight to who the market-leading technology vendors are and their ability to execute on their product and service capabilities. This is the seventh consecutive year Gartner has designated Hyland as a Leader for its OnBase enterprise information platform. Hyland’s cloud-based sharing solution, ShareBase, is cited in the report for the first time.

Konica Minolta uses OnBase to provide its customers with an effective enterprise information platform for managing content, processes and cases, combining ECM, case management, business process management (BPM), records management and to capture functionality on a single platform. ShareBase by Hyland is leveraged for its cloud-based file sharing, securely connecting people, processes and cases. When used in conjunction with OnBase, sharing content becomes an automated part of business processes for organizations within a wide array of industries — including healthcare, government, higher education, financial services and insurance.

What defines an Enterprise Content Management (ECM) Leader?

293563_0001.pngGartner defines “Leaders” having the highest combined scores for “Ability to Execute” and “Completeness of Vision.” Gartner states that ECM Leaders drive market transformation as well as demonstrate:

  • Enterprise deployment
  • Integration with other core business applications and content repositories
  • Social, cloud, and mobile capabilities
  • Vertical and horizontal solution offerings

As the ECM market continues to mature, the report states that user experiences will become more personalized. Hyland was selected as a leader because of its flexible, innovative solutions and exceptional customer service.

Interested in exploring how OnBase can help you to manage your documents and help you to go paperless? Contact us now.

Image Source: Gartner (October 2016)

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

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 Salesforce.com, 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

Integrating Square 9’s SmartSearch with Salesforce – The Perfect Match

Posted by Cindy Bialy on Wed, Oct 05, 2016 @ 11:40 AM

salesforce_logo.pngIf your organization uses Salesforce.com, 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

square9-logo.pngKonica Minolta recognizes the need to integrate enterprise content with customer data in Salesforce. Integrating Salesforce with Square 9’s SmartSearch has facilitated the bridging of that gap.

What makes these integrations between document management and Salesforce such great complementary solutions?

  • Salesforce handles data driven workflows very well and Square 9 handle document driven workflows really well.
    • These two strengths complement each other very well. By integrating documents and document-centric workflows handled by SmartSearch with Salesforce data, productivity and efficiency is maximized across both systems and Salesforce users have a more well-rounded perspective of their accounts, cases, leads and contacts. 
  • Salesforce is not a content management tool. Square 9’s SmartSearch 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, SmartSearch handles this content with ease. Integrating SmartSearch with Salesforce makes use of the best of both platforms.

While Salesforce and Square 9’s SmartSearch can both operate independently and quite effectively on their own, combine their functionality and it’s a match made in heaven.

How does the integration work?

shutterstock_203618407-1.jpgAs paper documents are received, they can easily be scanned into SmartSearch directly from Salesforce. A custom button placed on a detail screen, can call SmartSearch’s core web scanning capability, retrieving on screen account information for indexing. The scanned document along with the captured data can be previewed for accuracy and easily filed away, which will eliminate paper storage and simplify retrieval. For users that may not have access to Salesforce, SmartSearch picklists can be synchronized with Salesforce data sets, such as account numbers or names. When indexing documents from SmartSearch, live data from Salesforce will be available to help the user streamline the indexing process and eliminate manual key entry. 

Document retrieval can be initiated by a custom button on a detail screen. Users simply click the button and screen information such as the account name or ID is passed to an integrated search, which will retrieve any applicable documents the user has access to. From there the documents can be viewed, printed, emailed or annotated.

shutterstock_87259876-1.jpgFor authoring processes, such as contracts, SmartSearch has a built in revision control engine that creates a new version any time a change is detected. Users involved in the contract authoring process can easily review previous versions to help with their decision making. Work XChange, the workflow engine in SmartSearch, can deliver proactive automated notifications of an impending deadline, to ensure due dates are never missed and milestones are always hit.

The Benefits

  • 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.

*Salesforce logo courtesy of Salesforce.com

Tags: Document Management, Paperless Office, 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