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Konica Minolta ECM Blog

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

ECM Eases The Struggle With Managing Information

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

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

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they need to do their job effectively and some companies are paying more money then they realize to maintain their outdated business processes.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

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

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

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

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

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

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

It’s Not ‘All or Nothing’ with ECM

Posted by Dan Termale on Wed, Dec 16, 2015 @ 01:41 PM


One of the biggest drawbacks organizations have that keep them from implementing new technologies and changes is budget. It’s the most important resource you need in order to spearhead a new project. 

While some organizations have the money and other resources to deploy a paperless solution — like an Enterprise Content Management (ECM) solution — enterprise wide, most do not.  That shouldn’t stop you from doing so. The great thing about an ECM solution is that it doesn’t have to be an “all or nothing” type of deal. In fact, the best way to deploy a new ECM solution is to start in your most paper-intensive department(s), like Accounts Payable or Human Resources, and then expand the solution to other areas of the company over time.

To ensure that your incremental deployment of an ECM solution is successful, begin by installing the system in a department that’s responsible for paper-driven processes adversely affecting all other parts of the organization. These departments are fairly easy to identify, given that they’re where paper bottlenecks occur and where your organization’s information flow begins to break down. 

dreamstime_xl_41184159_1.jpgAreas relying on large amounts of transactional content present a good opportunity to start, especially when processes involve numerous repeatable steps. Managing and processing invoices in accounts payable is a good example. Scan or capture an electronic invoice, link it to the financial record and route it electronically to the appropriate person for approval. 

Once you’ve successfully implemented the system in one of your core departments, you can expand the solution to others. Deploying it incrementally not only provides you with greater control over the implementation, but the ROI you gain from the initial installation can help fund the expansion of the solution. Choosing this strategy for your content management project is a great way to get started and move forward even if you do not have the budget to implement it enterprise-wide. Over time, as you save money and see your ROI, you’ll be able to fund and expand your solution throughout the rest of your company. To learn more or to ask us questions, Contact Us, we are here to help.

 

Tags: Document Management, ECM, Workflow, accounts payable, Human Resources, go paperless, enterprise content management,

Are You Looking To Streamline Your HR Department?

Posted by Brianna Smith on Thu, Feb 26, 2015 @ 03:26 PM

HR-SolutionsOut of all the departments a given business can have, the Human Resources department is notorious for being one of the most paper intensive. How can a business go about fixing this expensive, time consuming problem? The best place to start is to pinpoint those specific processes that are the most time-intensive and manual. Once you have identified your problem areas then you should begin researching solutions that will help improve your business in those areas. 

HR departments are typically so disorganized and paper heavy because they have to deal with a large variety of document types and different pieces of information for every current and past employee. These documents and information - paper and electronic - can be anything from job applications, employee reviews in Microsoft Word files, to employee photographs and signatures that need to be kept secure.

paper-problemsThis is a lot to juggle and can easily put a wrench in the efficiency of the department. An ECM solution would simplify all of this by making all of these different types of documents more organized and easy to retrieve from one central, paperless location. 

How is this possible? Document Scanning.

The first step in efficiently managing paper based employee records, benefits administration files, contracts, tax forms, and other HR related documents is Document Scanning. This method converts paper documents into electronic files, effectively storing the information in a secure location that can be easily retrieved. Thanks to the Cloud, this information can be accessed from anywhere, on a number of different devices (iPhones, tablets, laptops, etc.) by any authorized personnel.

paperless-businessAs an added bonus, businesses who implement an ECM and go the paperless route save money almost instantly, thanks to the fact that everything is now digitized. No longer will businesses have to spend a lot of money on storage space for filing cabinets stuffed with paper documents!

Even if your business isnt totally ready for an ECM system just yet, eventually youll have to digitize your documents and files. Why not start planning now? Contact us for more information. Wed be happy to help you find the right options for your business.

Tags: BPM, ECM, Human Resources, enterprise content management,

Archive What You Need. Destroy What You Don’t Need.

Posted by Dan Termale on Fri, Nov 14, 2014 @ 11:30 AM

FIprofileWe can think of productivity as the way you personally operate and the way in which your business operates. Workers set up their own processes to tackle the work that comes across their desks — and businesses do the same to ensure operations are productive.

Every business is looking for ways to increase their productivity as well as having their employees work more efficiently. As Vivian Giang, shares in her article “5 Things You’re Doing That Seem Productive, But Aren’t,” on The Fast Company’s website, we all want to reach the same destination, but no one wants to be stuck on the long route versus the short route.

She cautions about behavior that can sabotage productivity. While the article goes on to identify personal tips to improve productivity, we have focused on #4: Saying  “Yes” to Everything, because when we think about the enterprise view of business operations — we can neither afford to say “Yes” to do everything nor “Yes” to stockpile everything.

efficiency-vs.-effictivenessIf we equate productivity with efficiency, we can understand the value that Enterprise Content Management (ECM) brings to an organization from the individual’s productivity to the overall organization’s effective use of ECM to gain control and efficiency in operations from Capture to Archive. Sometimes we overlook the importance of storing structured and unstructured content in an organized way to reduce our storage costs and increase our productivity.

How Can Our Productivity Suffer If We Fail to Archive Efficiently?

There are two points to consider: We need to store our content so that it is secure and easily accessible to the people who need it. Finding all the relevant documents for a compliance issue or collaboration, for instance, is just a couple of the points of efficiency that an ECM system offers to propel us forward with speed and no retrieval road blocks.

But, we also need to consider archiving.

records-and-file-storageStoring everything without a Document Retention Policy is extremely inefficient for an organization. Having thousands of linear feet in storage boxes is both costly and inefficient. We need to build a comprehensive retention plan to ensure our archives are not loaded with obsolete content.

Scanning and storing reduce the physical presence of content and efficiently identify that content for retrieval—to use or to destroy. Do you have a document retention plan that systemically reduces your archive to the most relevant information? Or do you say “Yes” to everything and save it all?

We Save Everything.

Adopting ECM solutions gives businesses the tools to implement efficient strategies and increase productivity and efficiency right down to the content that needs to be purged from the archive; there is no doubt what content can be destroyed.

corevalueThe value of ECM is far-reaching: from workflow efficiencies to the management of the content in your repository. While some companies start small and implement a solution in their most ‘painful’ areas of the company— Accounts Payable, Accounts Receivable or Human Resources — visionary leaders understand the value of integrating across the enterprise. They do not forget about the archive and the significant ROI that can be achieved from not spending on thousands of linear feet of paper stored in a warehouse.

Adopting smart systems, like ECM, will propel your business forward in ways exactly as you think. Let us tell you more about Konica Minolta’s ECM solution to help you take the short route to productivity in your operations. Ask Your Questions!

Tags: Document Management, Paperless Office, ECM, Workflow, accounts payable, Human Resources, go paperless, enterprise content management,

How to Automate Human Resource Policy Distribution

Posted by Cindy Bialy on Mon, May 19, 2014 @ 03:52 PM

Human Resource Policy and Procedure Managed through OnBase

If you are managing your Policy distribution through a manual sign off or email distribution, you know how tedious and time consuming this can be.  Are you thinking there has to be a better way than a manual process to ensure that everyone is in compliance?

There is a better way - OnBase!  OnBase can help you with the process of managing your policies and procedures from creation to acceptance.

Effectively manage policy creation, approval and distribution

human resource solutionsOnBase enables organizations to streamline policy creation and approval by automatically tracking all updates and revisions.  Prior to distributing policies to employees, HR personnel simultaneously deliver drafts of policy documents to management for approval.  An automatic audit trail of approval activities ensures that the proper authorization was given before policy distribution.

Finalized policies are stored electronically in OnBase. With an easy-to-use interface, HR staff quickly send email notifications containing links to policies in OnBase to the entire workforce or specific employee groups, eliminating the need to manually distribute multiple paper-based copies. As an organization’s business conditions change, personnel make any revisions to policies directly in OnBase, simultaneously notifying all affected employees. This accelerates the distribution process, enforcing timely acknowledgment while reducing the risk of errors and oversights.

Equip employees with easy, central access to policies and procedures

With all policy documents, training videos and other supporting content stored centrally in OnBase, organizations improve employee access to crucial information, facilitating easy acknowledgment and review. Through a variety of secure access options – including a web browser, online portal, existing business application or even a stand-alone kiosk – employees log in to OnBase to view all policy-related content. Employees acknowledge new or modified policies with the click of a mouse and instantly access all previously reviewed documents when a specific situation occurs or need arises.

OnBase also supports global organizations and their workforces by equipping HR to deliver essential policy documents and media in several different languages. In addition to contributing greater productivity, a well-informed workforce mitigates risk. When all employees are aware of the most current policies, organizations improve compliance with company guidelines, government standards and industry regulations.

OnBase for HR

Support compliance initiatives with automatic tracking of employee acknowledgment

The OnBase Policies and Procedures solution supports both internal and external compliance initiatives, automatically tracking employee acknowledgments and identifying any delinquencies. This eliminates the need for HR to manually track sign-offs using spreadsheets or other inefficient methods, allowing personnel to spend less time on administrative tasks and more time on value-added initiatives. OnBase also provides reports that clearly detail which employees have acknowledged policies and which have not. When HR staff discovers exceptions, they easily notify individuals of noncompliance and resolve any issues prior to an external audit. Overall, with documented proof of both policy distribution and employee sign off, organizations strengthen compliance and minimize liability while holding all employees accountable.

Coud solutionsBy taking advantage of cloud-based storage, organizations ensure that their data and documents are protected. Hyland Software upholds the OnBase Online platform to the highest security standards, conducting frequent self-audits and maintaining compliance with stringent data security regulations. While Hyland is primarily focused on cloud-based HR solutions, traditional on-premise solutions are also offered to meet a variety of business needs.

Your employees are your most valuable resource. Ensure that they’re accessing your most current policies and procedures, and increase the efficiency of your essential HR processes with OnBase.

Tags: Paperless Office, OnBase, OnBase workflow, Human Resources

Start Your Scanning & Paperless Projects in Human Resources

Posted by Dan Termale on Fri, Mar 14, 2014 @ 02:29 PM

Human ResourcesI wrote a blog article recently titled , “When is the right time to start scanning your documents” and it seems to have been a popular one. This is a topic, that at this point, is on everyone's mind as something they know they need to do eventually. The big questions for many has been when should I start, how should I start and where should I start? They are all great questions and very important to get right ! In order for you to get them right you need to educate yourself on how the whole process works and seek guidance from a vendor that has expertise in this area, that’s the key. 

Now that you are realizing that sooner or later you will have to scan and digitize your files, the next steps are figuring out how and where to start. Every department has its own areas where there is room for improvement. The Human Resource department in particular has always been one of the most paper intensive departments in any organization. Do you find it challenging to stay organized and struggle to keep all of your HR related files up-to-date? The reason why the HR department is so paper heavy is because you are dealing with such a variety of document types and different pieces of personal information for every current and past employee.

HR DocumentsThe types of documents that come through this department can range from paper and electronic job applications, employee reviews in Microsoft Word files, to employee photographs and signatures that need to be kept secure. How do you store all of these different types of documents that are from all different sources in an organized, easy to retrieve way? If your answer is filing cabinets or boxes then there is good news for you. You can drastically improve the way your HR department functions and operates. Though the HR department is the perfect place to put an Enterprise Content Management (ECM) system and a great place to start your scanning project, it does not and should not stop there. An ECM and scanning strategy can be deployed across the entire enterprise , either all at once , or department by department, it's all up to you. It’s best to bite off manageable chunks to ensure the best success rate.

Procrastination

Document Scanning is the first step in efficiently managing paper based employee records, benefits administration files, contracts, tax forms, and other HR related documents.  By converting paper documents into electronic files, all information can be securely stored and easily retrieved.  Personnel files and related documents of current and terminated employees are quickly and easily accessible and space costs are reduced as rows of files cabinets and stacks of boxes are eliminated.

Don’t wait any longer, you will need to digitize your files someday , so it’s best that you start planning and looking into what options would work best for you! Let us help you find the right options and show you how similar companies have been successful with scanning their Human Resources department!  Contact Us!

Tags: Document Management, Paperless Office, Kofax, Kofax Capture, OnBase, ECM, Workflow, Human Resources

How Paper Intensive Is Your Human Resource Department?

Posted by Dan Termale on Tue, Sep 17, 2013 @ 02:38 PM

Human Resource SolutionsEvery department has its own areas where there is room for improvement. The Human Resource department in particular has always been one of the most paper intensive departments in any organization. Do you find it challenging to stay organized and struggle to keep all of your HR related files up-to-date? The reason why the HR department is paper heavy is because you are dealing with such a variety of document types and different pieces of personal information for every current and past employee. The types of documents that come through this department can range from paper and electronic job applications, employee reviews in Microsoft Word files, to employee photographs and signatures that need to be kept secure. How do you store all of these different types of documents that are from all different sources in an organized, easy to retrieve way? If your answer is filing cabinets or boxes then there is good news for you. You can drastically improve the way your HR department functions and operates. Though the HR department is the perfect place to put an Enterprise Content Management (ECM) system it does not and should not stop there. An ECM system like OnBase can be deployed across the entire enterprise , either all at once , or department by department, it's all up to you.

How much time have you and your staff spent trying to locate specific documents or folders when you needed them. The time and energy it takes to maintain your paper files and making sure everything is always up to date and accounted for is valuable time that could be spent on more value adding tasks. There is a way to run a completely efficient, smooth human resource departments that will save you time and will bring you a great ROI in no time at all. Built around OnBase by Hyland Software, AMS Imaging's HR Document Management Solution makes it possible to automate an entire human resources operation utilizing technology and best practice methodologies. Through this solution you can have immediate secure access to any employee's personal file via the Web. 

human resourcesThis great approach to your HR needs enables your employees to take a proactive approach in managing all of their information. They can update their own address, phone number changes, vacation requests, and access their benefit packages as well. Employees like being able to access their own information and it takes the load off of the HR staff to have to update everyones files every time there is a change. It is nice to have a central interface to control and consolidate all of your files into one place that can be easily accessed.  This is the most efficient and secure way to run a cost-effective human resource department that is free from daily headaches and endless paper searches!

Here are some benefits of Human Resources Document Management:
▪ All Human Resource records are integrated into one easy interface.
▪ Multiple users are granted access to information previously locked up in paper.
▪ Clerical time required to scan and index items is less than half of that required to manually file and retrieve folders of information.
▪ Reduces the burden of paper storage and retrieval costs.
▪ Eliminates misfiled or lost Documents.
▪ Provides additional Security for HR Files - Documents secured by document sensitivity and user access levels.

If you would like more information or if you have any questions please Contact Us!

Tags: Document Management, Paperless Office, OnBase, ECM, Human Resources

Extending ECM to your Back Office to Increase Efficiencies

Posted by Dan Termale on Tue, Aug 13, 2013 @ 03:54 PM

ECM

There are many different factors that need to be carefully considered and evaluated when choosing the right Enterprise Content Management (ECM) solution to fit your organization. One of the main things to consider is having an ECM platform that will integrate with your current ERP/legacy systems/line of business applications, and any other systems in your IT environment. Integration is key to a successful ECM adoption within your organization. It will cut down on training costs and will let people work from the systems they are familiar and comfortable with already.

Another aspect that will help your ECM project and implementation go smoothly is to establish a corporate culture of excitement with respect to your transition from paper processes to electronic. Putting together a team of people from different levels within your organization to design a solution that takes into consideration all of the specific challenges throughout the organization will help you get the most out of your solution.

The foundation of an organization's business processes often lies in the hands of departments such as Human Resources (HR) and Accounts Payable (AP). These departments maintain the groundworks of operations, including hiring new workers, maintaining compliance records, recording data, background checks and covering all aspects of billing and payment processing. These departments essentially make sure the people and the funding in an organization run smoothly so customer service levels can remain high.

ECMEnterprise content management (ECM) software can not only help an organization’s existing solutions such as GIS, asset management or case management software, but can also fill in the gaps in administrative services, like those caused by lost HR or AP positions. The value of ECM software is even greater than its role in assisting with the mission of the agency; the benefits of ECM software also include cost reduction, and improved efficiency and transparency.

If you want to find out how ECM can help improve your back office processes then Contact Us and we would be glad to chat!

Tags: Document Management, Kofax, OnBase, ECM, accounts payable, Human Resources

Capture Solutions: Think Big, but Start Small

Posted by Cindy Bialy on Tue, Jul 23, 2013 @ 01:05 PM

On a recent call with a prospective client, he asked, "We are exploring an enterprise wide imaging system and would prefer to look at one overall ECM solution.  Do you offer more than just an AP imaging solution?"  "Yes, of course we do!" It is a good reminder to myself that itECMCapture is important for me to convey that we suggest starting in one department with an Enterprise Content Management (ECM) project, typically in the Accounts Payable area, and after seeing its success encourage a move on to other departments.  While your drive may be to dream big and optimize your entire organization all at once, it is also important to be realistic in your pursuit.  For a successful implementation you must fashion a comprehensive plan that takes in to account your financial and personnel resources.

It is important to start with projects that will help an organization increase efficiencies and provides a solid return on investment (ROI). One of the reasons we lead with our Accounts Payable (AP) invoice capture solution is that immediately invoice payment processes are optimized and a quick ROI is realized.  Showcasing AP at the beginning of your ECM project allows you to streamline processes in that department and leverage that success as your time, personnel, and budget permits.

For example, an ECM solution has the ability to streamline AP processes, such as invoice approvals.   Once you receive invoices - whether they originate by paper, fax or email - you can extract, validate and append them with the information from the purchase order and other supporting documents, helping pay decisions to be made faster.  The same ability to streamline processes can be done in other departments, such as Human Resources.  While your staff focuses on task such as evaluating applicants' resumes and applications, your ECM system automatically sorts and distributes this information for the right people to review.

By implementing your capture solution in one department, such as AP, you'll be able to build a business case for an enterprise wide initiative by the impact it has on streamlining processes.  Once users and decision makers see its time and money savings it will be easier to leverage its success in to other departments.

Ready to Think BIG, but start small?  Contact us now and let's begin the conversation.

Tags: Document Management, Paperless Office, Kofax Capture, OnBase workflow, Workflow, accounts payable, Document Imaging, Human Resources