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Konica Minolta ECM Blog

Extend Microsoft SharePoint ECM Strength with OnBase

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

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

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

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

First, let’s learn more about SharePoint.

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

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

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

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

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

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

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

So why chose OnBase?

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

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

Why is the integration valuable?

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

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

 

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

Achieve a Competitive Edge By Automating Your Business Environment

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

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

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

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

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

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

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

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

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

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

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

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

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

Electronic Workflow and Why Your Business Needs It

Posted by Brianna Smith on Tue, Jul 21, 2015 @ 10:54 AM

business_process_managementBusinesses have a process for everything. Its often how day to day tasks get completed. The key to success, though, is making sure that these processes arent getting bogged down by outdated and time consuming habits that could negatively impact the productivity and success of a business.

Queue, electronic workflow. Having a system in place that digitizes every document and file and keeps it safe in one centralized, secure repository is what many successful businesses are beginning to implement. By adopting a reputable ECM solution, like OnBase, businesses will be able to benefit from all that electronic workflow has to offer. Its an automation engine and electronic routing system that allows businesses to process work faster and more efficiently.

In fact, here are some key benefits and reasons why every business needs to begin leveraging the workflow component of an ECM solution:

Reduces Costs

shutterstock_115736710Workflow automation does away with manual processes, like verifying the existence of all required documents and data across the enterprise. This frees up time for employees to carry out more meaningful tasks and complete more work in a shorter amount of time. The need to store and ship paper documents will also be reduced, saving the business time and money.

Streamlines Processes

By optimizing processes, workflow ensures information is complete and accurate before automatically forwarding it to the next step.

Speeds Revenue Recognition and Improves Service

With workflows automatically forwarding complete and accurate documentation through processes, businesses become more efficient than those relying on paper-intensive, manual processes. Automated workflows allow for faster turnaround and higher quality processes. This results in improved interaction with customers and members.

Supports Compliance Initiatives

6-keys-to-complianceWith an electronic workflow, improved processes manage document security and create detailed audit trails that provide historical data, saving time and energy when an audit pops up. It also allows for convenient online access to documents that auditors might need, contributing to the overall process improvement.

By using automated workflows, businesses can maximize efficiency and improve quality because employees will be able to perform the process consistently every time. The decision-making process will become faster and waste will be eliminated, revolutionizing and streamlining the way businesses work.

Have a process or a list of processes that would benefit from electronic workflow? Contact us! Wed be happy to help set one up for your business.

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

Experience OnBase like never before - CommunityLive 2016

Posted by Cindy Bialy on Fri, Jun 05, 2015 @ 11:06 AM

commlive2016.jpg

 

It might have a new name, but CommunityLIVE (formerly OTTC) is still the OnBase user conference you know and love, with a few new features!

Join us September 11-15 at The Gaylord Palms in Orlando, Florida to learn, collaborate and inspire one another to make the most of your OnBase solution. 

Register today for a jam-packed week of all things OnBase:  

  • Tailor your conference experience to suit your needs 
    Whether you’re looking for sessions specific to your industry, solution or learning level, this year’s 200+ conference sessions cover it all! 
     
  • Network with others in the OnBase community 
    Discover new, creative ways to maximize your OnBase solution while talking with peers who’ve been using OnBase successfully for years. 
     
  • Get hands-on experience with the latest OnBase innovations
    Experience the newest OnBase features and developments first-hand in our OnBase Self-Paced Lab and during the Advanced Training Hands-On Labs offered Sunday and Monday. 
     
  • Connect with OnBase executives, experts and developers 
    We send more than 250 employees to our annual user conference. Every single one is committed to helping you have a successful conference experience.

Need to justify your attendance?  We can help you convince your boss. Click here for more information.

Have more questions?  Contact us today!

Tags: OnBase

3 Major Benefits Of A Hosted ECM Solution

Posted by Brianna Smith on Tue, May 19, 2015 @ 11:49 AM

Enterprise Content Management (ECM) solutions, like OnBase, have a lot of benefits to offer organizations that choose to implement them. A hosted ECM solution in particular has three major benefits that should be considered when deciding what ECM route to take.

They include:

hosted-solutions1.) Rapid Deployment

With a hosted ECM solution, organizations will see a rapid implementation of solutions that will include temporary hosted deployments and reduced internal IT complexity. This will allow organizations to better focus their resources on core business issues, rather than IT concerns. Since OnBase is typically implemented faster than other ECM solutions, organizations can also introduce their employees to the new processes more quickly, translating to more efficient and streamlined operations in less time.

competitive-edge2.) Technological Edge

A hosted ECM solution would also give organizations a technological edge over any competition because it increases its ability to deploy the solution rapidly to meet growing business needs.

The OnBase ECM solution offers:

  • Continuous access to the latest network technology

  • Access to comprehensive security, back up, disaster recovery and support services, and

  • Access to expanded OnBase functionality and modules

3.) Reduced Costs

reduce-cost

In addition to rapid deployment and a technological edge, a hosted ECM solution would allow organizations to get rid of the purchase, installation, upgrading and maintenance of hardware and software. Additionally, not only would the risk to existing system environments be reduced, but the risks, costs and administrative responsibilities associated with developing and maintaining the required IT infrastructure would be reduced as well.

Interested in learning more about hosted ECM solutions? Then Contact us we have plenty more information and articles on this topic!

Tags: Document Management, BPM, OnBase, ECM, Mobile Solutions, Workflow, The Cloud

8 Ways ECM Can Improve the Banking Industry

Posted by Brianna Smith on Mon, May 04, 2015 @ 03:43 PM

bankingEnterprise Content Management (ECM) solutions, like those offered with OnBase, are being implemented in every aspect of society. Schools, government agencies, healthcare systems, and even financial services organizations are discovering the benefits of implementing such a cost-saving solution. In fact, more than 5,000 financial services organizations worldwide use OnBase to instantly access documents whenever and wherever they need them.

One of the main kind of financial service organizations that see the biggest benefit from implementing an ECM like OnBase is banks. Why? Its simple. By automating paper-based processes with powerful workflows, ECM solutions allow banks to become more streamlined and efficient by decreasing the reliance on paper processes in favor of a system that allows users to immediately access content, cut costs and proactively manage regulations and audits. With increased visibility into their documents and processes, the improved speed and accuracy helps bank employees to provide superior customer service.

Take a look at these 8 ways that ECM will help streamline bank operations from start to finish:

Operations-Management-Photo1Operations

ECM gives banks a single reference point across all departments and processes to increase speed and accuracy while decreasing costs

Lending

With ECM workflows automating a banks lending process, the bank is able to provide immediate responses and exceptional service that separates them from their competition.

Human Resources

Banks can seamlessly integrate their Human Resources Information System with ECM so employees can easily and instantly access employee documents and information directly from within the HRIS.

Mobile Banking Solutions

ECM empowers personnel to stay connected to documents and processes to make informed decisions wherever they are.

340b-audit-puzzleAudit & Compliance

With ECM, banks can support compliance initiatives and easily provide documentation to auditors.

Banking Integrations

Banks can integrate important systems so they can share information and communicate, making their existing technologies more powerful.

Fraud Investigations

Banks can provide their customers with peace of mind and quick resolution, should theft occur.

Five_Techiques_for_IT_to_Strengthen_Interdepartmental_RelationshipsAccounting & Finance

ECM promotes faster inter-departmental processing, better decision-making and allows other departments and locations to share critical information.

The benefits of implementing an ECM solution into a banking organization are endless. Are you interested in implementing an ECM solution into your own organization? Contact us!

 

Tags: Document Management, BPM, OnBase, ECM, go paperless