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Konica Minolta ECM Blog

Smart Phones Double As Mobile Scanners ‘On The Go’ for ECM

Posted by Dan Termale on Wed, Jun 15, 2016 @ 12:18 PM

dreamstime_m_32178518_2.jpgThe debate over whether iPhones or Android devices are better will continue, but there’s no denying that people increasingly prefer smartphones to basic feature phones. According to a recent study by Pew Research Center, 68 percent of Americans have smartphones, which is up from 35 percent in 2011, and tablet ownership has bumped up to 45 percent. It also found people ages 65 and older are increasingly choosing smart phones over basic feature phones. The survey states that roughly 9 out of 10 American adults (92 percent) own a mobile device, the majority being smartphones. So it’s safe to say that almost everyone walking around today has some type of smartphone in their pocket.

But how many of these users realize that they have a scanner in their pocket as well?

Your smartphone is essentially a scanning device that can be used to drastically improve the way you work and how you process information. Consider this scenario: Your flight is delayed and you have two hours to kill at the airport or train station. You have a giant stack of receipts from your trip and always dread filling out that expense report upon your return to the office. There must be a better way, right? Of course there is.

Just use your smartphone and snap a picture of each receipt using your Mobile Capture app to immediately start processing all of your receipts and documents. Many companies now have implemented these technologies into their business processes and use a number of different apps to get this done. The apps may be different but the capture technology behind them are all basically the same. That’s just one of the thousands of uses that a Mobile Capture solution can offer you and your employees.

dreamstime_xxl_29459455.jpgWhen it comes to creating real business value, you need to offer your customers better service in less time. By using a Mobile Capture strategy, you can enable your customers and field agents to capture documents wherever and whenever to start the particular process they’re trying to accomplish. It’s fast, easy, and creates tremendous value for all parties involved. Even more importantly, it differentiates you from your competitors and, in today’s competitive industries, that is a must.

We combine solutions from all of the world's leading document capture and smart process applications. Specializing in simplifying the first mile of information-intensive customer interactions is an important competitive advantage to have. Mobile capture platforms turn any smartphone or tablet into a sophisticated scanning device, which not only captures a document but also cleanses it and extracts critical data.

If you’re still relying on paper processes and have not yet started to utilize mobile technologies, then Contact Us. We would be happy to answer any questions you have and point you in the right direction.

Tags: Paperless Office, BPM, ECM, Mobile Solutions, Workflow, Smart Process Applications, Document Imaging, Technology,, document capture

Reduce the Stacks of Paper in Your Mortgage Process

Posted by Dan Termale on Fri, Apr 29, 2016 @ 09:05 AM

dreamstime_1210096_4.jpgFor anyone who works in mortgage lending or who has ever purchased or sold a home, then you know the lengthy paper driven process that comes with it. That daunting stack of papers that you need to sign until you can no longer feel your hand, remember that? It’s called the closing process and it can be a very time consuming slow experience. If you have ever thought ''There’s gotta be a better way to do this'' — after all it is 2016, the age of the mobile and paperless technologies — then you are correct! There is a better, more efficient way to streamline your mortgage lending and closing processes.  

There are Enterprise Content Management (ECM) solutions that specialize in streamlining processes like mortgage lending and closing processes. An ECM solution will not only shorten the lending cycle, but it will also make your processes more cost effective. This is the direction that most industries are heading, so it’s important to stay competitive.

These solutions enable lenders to capture documents and information electronically, automating the manual, time-consuming processes throughout the entire mortgage process. Instead of having to track down documents, your staff can focus on more value added tasks while increasing and improving customer service.  

Here’s how an ECM solution streamlines your mortgage processes:

  • Origination - Provides several mechanisms for capturing, indexing and storing literally any type of document format. These solutions verify that documents are complete and automatically route your loan applications and all supporting documents to the underwriter. 
  • Underwriting - Once in the system, underwriters have immediate access to all loan documents from either home or office.  This automates the review and routing of completed loan documents to determine risk and expedite the loan closing process.
  • Post Closing and Audit - Workflow capabilities enforce that an institution's procedures and policies are followed every time and ensures that all documents have been prepared completely and accurately so your compliance standards are always met. 
  • Shipping and Delivery - This simplifies the shipping and delivery process by providing secure, immediate online access to loan documentation for review by potential investors.
  • Servicing - Customer service can now provide immediate updates to customers and investors regarding the status of an application or loan portfolio at any point in the loan process. 

dreamstime_xl_27654163.jpgWhen people say, “Time is Money” they’re absolutely right. The time you and your staff spend on manual tasks like sorting through papers and files, the more expensive your business process becomes. It should be about efficiency and excellent customer experiences. The faster you’re able to process refinances and modifications, the more time you’ll have to spend on new mortgages bringing you additional revenue.

The center of any good business model is always the customer. Everything you do should have the customer experience in mind. Taking care of them and being able to provide them with the highest level of service and attention should be one of your top goals. Whatever you need to do in order to make customer service and new business opportunities your top priorities, then you should do it.

With an ECM solution, the system automatically checks and verifies that you have all of the information needed to start and finish the process. If you’re missing something, then you will be notified immediately. This is much better than finding out you’re missing a document once you’re far along in the process, right? You can set up workflow timers and reminders to keep your loan approvers on top of every new loan that’s ready to be reviewed, which helps to keep process time quick and costs low, and much more.

So stop spending so much time on processing your loans and start spending more time helping customers and pursuing new business opportunities!

If you have any questions, contact us. We’re here to help.

Tags: Document Management, Paperless Office, ECM, Mobile Solutions, Workflow, Mortgages, go paperless

Why Are You Still Sorting Documents?

Posted by Dan Termale on Mon, Apr 18, 2016 @ 01:33 PM

dreamstime_xxl_16226669_1.jpgAre you still spending hours sorting documents? If so, take comfort in knowing that you’re not alone. Not a week goes by that we don’t encounter a company that’s still manually sorting documents before they start their imaging or workflow process. Insurance claims, contracts, loan documents, you name it… still being manually sorted and processed.

Sometimes, we even find that companies are receiving documents via PDF and then printing them out just to sort the pages!

Now’s the time to stop the madness. We’ve reached a point where Document Capture Software can now handle most — if not all — of the document sorting for you. This means that when a set of documents is received from a client or vendor, you can scan in the entire package (once you remove the staples, that is!) and let software, such as one of our Document Capture Solutions, identify each of the documents within the file.

dreamstimemaximum_49450765.jpgWe have found that in some organizations, this process can save upwards of hundreds of thousands of dollars yearly in labor costs. So if you’re still a slave to manual sorting and classification of documents as part of your business process, there is hope and a better way. We’ll show you how you can use software to save money. Remember: A little document management software can go a long way to delivering big results!

Going paperless can be as simple as a scan, index and retrieve or a more complex solution adding in workflow.  Do you need help maneuvering through your maze of paper?  Not sure what is the best option for you?  Let the professionals at Konica Minolta guide you to the most cost-effective solutions for your organization.  Contact Us.

Tags: Document Management, ECM, Mobile Solutions, Workflow, go paperless, document capture

Say Goodbye to Traditional Business Boundaries

Posted by Dan Termale on Wed, Feb 17, 2016 @ 01:00 PM

Mobile ECM SolutionsWe live in a technology driven society where we are obsessed with anything to do with technology, especially with our mobile phones. We love our mobile technologies because they make our lives much more productive and easier in many ways. For instance, without our mobile smart phones it’s difficult to get work done when we’re out of the office. 

Without our phones, we’re left without internet access to our emails, apps, phone calls, etc. Traditionally, we only had access to those things while at our desks, but now we have access to these tools virtually anywhere. No longer is our productivity restricted to the four walls of our offices. 

Further enhancing this freedom is Mobile Enterprise Content Management (ECM), which has unlocked another level of productivity and increased the flow of your business processes, drastically improving the way many businesses are run.  

For example, when it comes to business processes that revolve around paper invoices or documents, people tend to still need to have them in order to proceed with that business process. Whether you’re in an accounts payable department processing invoices or in human resources processing and filing sensitive employee information, dealing with paper puts those boundaries back up. 

Paperless solutionsSimilar to how we used to be limited by the four walls of our offices to be productive before mobile solutions came out, paper limits businesses in the same ways. If you needed a document signed or an invoice mailed, it would have to wait to be done in the office with the physical paper document. 

That's just the way things work without embracing the powerful business technologies that have made our businesses much stronger. With ECM, employees can review, revise, and work on documents, collaborate and participate in business processes no matter where they are right from their mobile devices.   

These are just some of the powerful advantages of a Mobile ECM solution:

  • Turn any smartphone or tablet into an enterprise information capture application.
  • Capture documents and optimize images for highest quality.
  • Transform them into editable, searchable information with smaller file size.
  • Add meta data to documents.
  • Submit documents and data to business processes, archives or systems.
  • Enforce business rules from corporate systems directly within the app

An ECM platform with mobile functionality allows organizations to improve the agility and responsiveness of their processes to ultimately close more business faster and improve customer satisfaction by proactively engaging their customers on the information they need. This, in turn, will reduce your process costs and latency through a combination of automation, dashboards, and analytics features that allow you to track your info every step of the way. 

dreamstime_xl_18101491_2.jpgWhat’s hurting businesses today is the lack of real-time access to the information they need at the moment it's needed. Because of this, decisions have to wait until they get back online, causing a number of ad-hoc emails, texts, phones calls to get to the right person with the authority to make a decision and to continue the process. This causes real bottlenecks in the way your processes work, costing you money and hurting the quality of customer service that consumers are expecting today. 

For more information on mobile ECM and how it can help to boost your productivity, Contact Us! 

Tags: Document Management, ECM, Mobile Solutions, Smart Process Apps, go paperless, Technology,

The Real Costs of Lost Documents

Posted by Dan Termale on Fri, Nov 06, 2015 @ 11:10 AM


There have been times when you've lost an important document, receipt, or file. It happens. You search for it, retrace your steps and, as a last resort, try to recreate it. The chance of human error is always present when you're dealing with paper. Sometimes you lose a digital document or file as well. If you don't have some type of content management system or program where you can centrally store all of your digital files in, then the possibility of losing digital files is a risk, too. I'm sure no one likes to admit that these mishaps happen, but surely they do. 

Think back to how much time you've spent searching for a document in your filing cabinets in that storage room or the time you spent trying to get a new copy of the document you couldn’t find? It can all add up to a significant cost to your organization. There must be a better way to manage your documents and information, right? There's always room for improvement and we shouldn't be limited to outdated business processes just because it’s the way it has always been done.

Here are some paper facts on the average organization:

  • On average, the cost in labor to file one document is $20.
  • Between 2% and 5% of an organization's files are lost or misfiled on any given day.
  • Companies on average spend $120 in labor to find one misfiled document.
  • One out of every 20 documents is lost.
  • Approximately 25 hours are spent recreating each lost document.
  • Approximately 10-12% of documents are not found on the first attempt.
  • 400 is the number of hours per year the average employee spends searching for documents.
  • More than 70% of today's businesses would fail within three weeks if they suffered a catastrophic loss of paper-based records due to fire or flood.
  • It takes an average of 10 minutes per paper document to retrieve, copy and re-file.
  • The average document is copied 19 times.
  • The average worker makes 61 trips to the fax machine, copier and printer.
  • 60% of employee time is spent working with documents.
  • 90% of a business's information is in documents.
  • Each four-drawer file cabinet holds an average of 10-12,000 documents, takes up 9 square feet of floor space and cost $1,500 per year.

- Sources: Gartner Group, AIIM, US Dept of Labor, Imaging Magazine, Coopers & Lybrand 

ECMSo what can be done about it? Firstly, you need to have some type of enterprise content management (ECM) system and strategy for managing your data and information. The amount of information our businesses handle these days is incredible; you need to be able to scan, store and retrieve the information that you need, when you need it. Put a high emphasis on scanning your paper documents to digital to store them in a safe and accessible system. The possibilities are endless. 

Automate your paper-heavy, manual business processes with digital workflows. Enable your employees and customers the ability to access the information they need while on the road through their mobile devices and tablets. Don’t let another year go by on your paper-based processes. Don’t lose another document and improve the efficiency of your employees by giving them the tools to succeed. 

Now you see that losing a document is much greater than the cost of not filling it or capturing the information correctly. It’s a matter of wasted time, money, energy and the risk of lawsuits. It's extremely important that we protect and manage our documents and information responsibly and efficiently. If you need some guidance and insight on how to improve your processes or how to start new ones, then Contact Us. We would love to help.

Tags: Document Management, Paperless Office, BPM, ECM, Mobile Solutions, go paperless, enterprise content management,, Technology,

How to Collaborate Better In the Modern Workplace

Posted by Dan Termale on Fri, Oct 30, 2015 @ 10:27 AM

Modern-workerNo matter what type of organization you work in, there are challenges that arise when you try to collaborate with your team and work cohesively. Sometimes it has to do with different personality types. Sometimes it’s conflicting schedules or a lack of clear communication. Other times, it has to do with technical reasons like documents and information spread across different programs and departments, and having a lack of data organization.

Now more than ever we are faced with information overload. Our documents and information are not just on paper: they are a mix of many different types. Yes, we still have way too much paper in our offices, but we also have digital content by the terabytes scattered across different programs without any organized way to store, search and retrieve them.

mobile-collabWhen it comes to collaborating in today’s workplace, some of the biggest factors are the ability to share documents, workflows for automatic approvals, and having a central repository to search and retrieve the information needed from your mobile device. The way we work has evolved and the modern office looks different. Almost every single person has a smart phone with them at all times. The power of mobile is huge and having a strategy to leverage that power to improve your business processes is key.

Who Benefits the Most from Mobile?

  • Individuals: ever-connected, you gravitate to companies that make processes easy.
  • Banks: the faster a loan application can be processed, the more loans the bank can do. 

  • Insurers: claims online/photographic documentation upload.
  • Colleges: transfer credits and financial aid administration accelerated to give the edge in responding first to the applicant.
  • Medical workers: your doctor uses his tablet for rounds, at his clinic, in his office or when called for an emergency. He has fingertip access to your blood work, X-rays and medical history.

  • Field workers: four walls no longer define your office; you have what you need via your tablet.

  • Government clerks: eliminate the stacks of paper for processing and get your forms submitted electronically into the central repository. Say goodbye to rows of file cabinets.

Mobile-solutionsIf your team is struggling to collaborate efficiently due to lack of content management, then it may be time to research a better solution. At the end of the day, you want to give your employees the tools to be successful and you want to provide your customer with the best possible product or service. Implementing an Enterprise Content Management (ECM) solution to bring organization and automated workflows to your business processes will help you be successful. Adding mobile functionality to your processes allows the users within an organization to work from virtually anywhere because work can be accessed from virtually anywhere, anytime thanks to the power of the cloud.

The possibilities are endless. Set your organization up for success and set yourself apart. Welcome to the modern workplace. Contact Us for more information and to learn more.

Tags: BPM, ECM, Mobile Solutions

Smart Process Apps Give You The Agility To Handle Today’s Business Challenges

Posted by Dan Termale on Mon, Oct 26, 2015 @ 01:12 PM

dreamstime_2483292It’s not a breaking news story: our organizations are on information overload. We’re just bombarded with a constant flow of new information and the challenge to manage it can be extremely difficult. 

How much time, money and energy are you using on a daily basis to keep track of your records, documents, and different business forms? Like most of us, probably too much. Thankfully, with technology, we are able to effectively manage information and interact with our customers in new ways. 

Smart process apps is a new term in enterprise content management (ECM) and business process management (BPM) offerings over the past few years. The term “smart process application” was introduced by Forrester to help describe collaborative, process-based packaged applications for human-centric work processes. In Forrester's words, "A new generation of applications to help make human-centric, collaborative business activities be more effective in order to help people be smarter in executing critical business activities." 

At Konica Minolta, we utilize solutions from the leading vendors in the data capture and smart process apps market.  They are setting the pace for new technologies that help organizations effectively handle their business processes.  

dreamstime_xl_18101491_1BPM is the technology that organizations use to streamline and manage their business processes. Smart process apps 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. SPAs 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. 

It's amazing the ROI that SPAs bring organizations because they are 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 are not designed to specialize in that area.  

dreamstime_xl_50167118_1With 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.  

Today’s customers want and expect their information fast! You need to be able to meet their expectations by using smart process applications to start and finish your business processes faster than ever. Let us know if you have any questions! We're here to help: Contact Us

Tags: Paperless Office, BPM, ECM, Mobile Solutions, Workflow, Smart Process Apps

You Can't Provide Great Customer Service Without A Mobile Strategy

Posted by Dan Termale on Fri, Sep 18, 2015 @ 03:23 PM

left_phone_at_home-1You know that feeling when you forget your phone at home and have to go through your day without it? It’s a bad feeling , you feel disconnected and almost helpless at the same time. You think to yourself what if something happened like my car broke down or if there was an emergency, how would people get ahold of me? It’s hard to believe that it was not that long ago when not everyone had cell phones , how did we survive? They say once you own and use a smart phone you will not be able to live without one! We love our technology because it makes our lives much more productive and definitely easier in many ways.  

We are now always connected to the world , news , people, information, networks, and more all at the tips of our fingers. We can get the latest news in just a few seconds instead of having to wait until we get home from work and wait for the nightly news to come on. For better or worse there is very little “waiting” that we have to do anymore. Everything is getting closer to instantaneous as possible and it is the way the world's culture is evolving. People want to do things on their time when it’s convenient for them.  

Mobile ECM AppsWhen you want to check your bank account balance what do you do? Most people now-a-days either log into their online banking account / app to quickly check or send a quick 3 letter text message “BAL” to their bank to receive an instant text back with all their account information. I’m sure you remember how you used to keep track of your checking account by keeping meticulous records in your check book and hoping that it would balance out to the amount that was on your monthly statement that you received by mail. How about how long it used to take you to pay your bills? That’s another long story. My point is, why are companies still operating on out-dated, time consuming, completely inefficient processes when there are such easier ways available to us through new technologies?

Mobile technology is still fairly new, but has really evolved quite rapidly over the past 10 years. Mobile Enterprise Content Management (ECM) has unlocked another level of productivity and flow of your business processes that has drastically improved the way many businesses are running.  Employees can review, revise, and work on documents, collaborate and participate in business processes no matter where they are right from their mobile devices.    

These are just some of the powerful advantages of a Mobile ECM solution:

 Turn any smartphone or tablet into an enterprise information capture application
 Capture documents and optimize the images for highest quality
 Transform them into editable, searchable information with smaller file size
 Add meta data to documents
 Submit documents and data to business processes, archives or systems
 Enforce business rules from corporate systems directly within the app

Mobile ECMMobile ECM platform, like Kofax Capture, allows organizations to improve the agility and responsiveness of their processes to ultimately close more business faster, improve customer satisfaction by proactively engaging their customers on the information they need. This in turn will reduce your process costs and latency through a combination of automation, dashboards, and analytics features that allow you to track your info every step of the way. Another industry leading ECM solution that has extensive Mobile functionality is OnBase. With OnBase your employees can have secure access to all of the documents and information they need no matter where they are. Not only can you access the information you need when you need it but you can make important business decisions and monitor their business processes while your on the go. It's very powerful and practical at the same time. 

Like I mentioned before, there is very little waiting anymore, people expect our products and services to be almost instantaneous and if we can’t offer them that, then they will gladly give their business to a company that can offer it to them. It’s a harsh reality but it’s better to know this and be prepared than to ignore it and be left behind. We live in a crazy, fast paced society and as businesses we need to do all that we can to keep up and continually meet the demands of the new customer.  

For more information on Mobile ECM and how it can help to boost your productivity Contact Us! 

Tags: Document Management, Kofax Capture, BPM, OnBase, ECM, Mobile Solutions, document capture

Leveraging ECM Mobility and Systems of Engagement

Posted by Neal Fischer on Mon, Aug 31, 2015 @ 11:49 AM

ECM-MobilityProcessing timesheets, sales orders and expense reports can all benefit from today's advanced capture enabled workflow systems that are now mobile enabled. What these forms have in common is that they contain high valued sometimes secure confidential information and need to be processed in a timely manner.

In an ideal world, a standardized web electronic form can support a self-serve submittal workflow with known supervisor approvals. Sounds Easy – But not realistic.

In today’s global economy - when dealing with customers, or workers in contracted temporary work conditions, each business unit may have a different forms or site specific business process to follow. Worse yet there may be conditions that demand the use of wet signatures thus requiring use of scanners or fax to digitize documents for routing approval and submittal purposes.

With use of mobile web enabled scalable tool sets - your customers and clients can easily and securely engage and complete these transactions when they want and most importantly on the device they prefer to communicate thus increasing client satisfaction. Now when we talk about Systems of Engagements we are talking about new ways technology is allowing our customers and end users to engage directly with our businesses on new levels.

systemsofengagement-300x216It is a way of giving your audience the tools to input the information they need to give you in order to purchase or engage with your products and services. A goal of a system of engagement should be to provide the best technology platform or medium on which each audience engages. You want to meet them where they already are and through the mediums they are comfortable and familiar with. Konica Minolta Business Solutions focuses on providing highly integrated document and data collection solutions to meet customers where they are comfortable.  

Our consultants can provide a single/multi/channel capture platform to streamline processing of high valued time sensitive time sheets, expense reports, invoices and sales orders! For More info on how to improve customer satisfaction, organizational efficiency and compliance with your mobile device then contact our office today.

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

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