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Konica Minolta ECM Blog

What Public Records Access Non-Compliance Looks LIKE

Posted by Cindy Bialy on Thu, Mar 29, 2018 @ 12:25 PM

I just finished reading an article in the Providence Journal, “Town settles suit over records access.”  In this article, it stated the Town of North Kingston, RI agreed to pay a fine as they acknowledged it violated the state’s Access to Public Records Act (APRA) a year ago.  It got me thinking that if a small Rhode Island town such as North Kingston was fined, what calamities are happening at the city, county state and federal levels.  This inspired me to write about it, knowing the perfect solution exists right here in the Konia Minolta storehouse of Information Management offerings.

To begin to understand how requests can slip through the cracks or mistakes are made, let me recap this article and use it as a simple example of an APRA breach of compliance.

What happened?

A former School Committee member sent an email seeking information about a School Committee request to transfer money out of its budget.  He received no reply. He then filedperson a complaint with the Attorney General’s office, which, in turn, filed suit against the town in Superior Court.

Under APRA, a public body must supply the requested documents within 10 business days or seek a 20-day extension.  If a request is denied, the reason must be sent within 10 days. 

The town only responded after the School Committee member filed his APRA complaint with the Attorney General’s office.  The original request had been overlooked in the pending resignation of the town finance director.  The Attorney General’s office, however, found the town in violation and announced in a news release that the town acknowledged the violation, agreed to pay the fine, and settle the suit.

Does it seem harsh to you?  It does to me.  BUT, it is a state and federal mandate.

So how do government agencies cope with the overwhelming amount of requests, tight deadlines to meet these requests, the unexpected occurrences such as resignations, and the usual lost or misplaced paperwork/information?

We recommend our Public Records Request solution. With this solution, you simplify create a request submission and it follows a workflow until fulfillment.  From simple, automated online request capabilities and comprehensive record searches to digital delivery, our Public Records Request solution  improves the process from beginning to end. The solution tracks and stores all information surrounding a request as well, so any time an audit comes up, it’s easy to demonstrate that your organization completed requests within the legal timeframes. With a digital solution to record your requests and activity, you get the transparency and speed your constituents expect for completing public records request.


We love this solution as it allows the government agencies to meet its responsibilities of safeguarding and providing public records – despite budget cuts and staff reductions- and to use a phased in approach. This Information Management system allows governments to start with a basic system to fulfill immediate needs and then ramp up the system’s capacity when cost allows or demand increases.

Need to see for yourself how an automated Public Records solution can help your government entity complete timely records requests without using additional staff?  Contact us now for a complimentary demo.

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Tags: Document Scanners, OnBase workflow, Workflow, go paperless, enterprise content management,, government, Records Management

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

Can I Use My ERP for Invoice Approvals With OnBase?

Posted by Cindy Bialy on Tue, Feb 10, 2015 @ 04:34 PM

When developing an Invoice Management Solution, are there options for when and where a customer invoice approvals happens?  

Is OnBase able to work with an ERP such as SAP or PeopleSoft's approval workflow?


A customer definitely has options when it comes to streamlining and automating their invoice process. OnBase has a very dynamic workflow that allows for approvals via email, mobile devices, or directly from an OnBase client.  It allows multiple approvals, load balancing, and rule-based routing that are all point and click configurable.  It also allows access to supporting content such as Purchase Orders or Vendor Contracts to help in decision making.  After all approvals are gathered in OnBase, the invoice can automatically be posted into the ERP system.  When coupled with OnBase's Capture Solution, utilizing OnBase for approvals makes a very seamless and powerful story.

If you want all the power and capabilities of invoice automation but you already have an approval process set up in your ERP system that you want to continue using, the OnBase integrations can certainly work with those current approval process.  OnBase has the capabilities of sending verified Header and Line Item data captured in OnBase to an ERP's invoice approval system (such as SAP, Lawson, and PeopleSoft) for approval.  The approver will access the data in their familiar ERP to approve, while also having access to the originating invoice image and supporting content to make their business decisions from the same ERP screen.

If you are looking for more details around your specific invoice process and our integrations, then contact me now at to see how OnBase Integration Solutions can help streamline your AP Processes.  Or join us for our next Accounts Payable Automation webinar.

Tags: OnBase, OnBase workflow, accounts payable

A Comparison of BPM vs Workflow In a Nutshell

Posted by Brianna Smith on Wed, Dec 03, 2014 @ 12:56 PM

bps-vs-workflowBusiness Process Management (BPM) and Workflow two terms in the enterprise content management (ECM) arena that are often used together. Not because they mean the same thing, but because they share similarities and concepts, though deal with different areas of functionality and purpose. Theyre similar because they both address the need to automate core processes to achieve efficiency, eliminate bottlenecks, and cut out redundancies, in their own, unique ways.

The difference between the two is that Workflow facilitates simple routing of tasks or activities from person to person, while BPM characterizes a series of activities that are independent from specific applications and systems.

Still confused? Lets break the two down even more.

The primary reason why BPM differs from workflow is because it has the ability to coordinate activities and tasks among users. BPM can connect different systems by allowing data sharing and universal control of the business critical data from a single interface. It works with a number of interfaces as well, including OnBase, Microsoft SharePoint, and any other document management system or ERP system.

BPM-SolutionsHow will BPM help your business? Simple. Business processes can be modeled, automated and managed to help businesses realize maximum efficiency, effectively lowering costs and achieving higher operational output. BPM is able to help out by distinguishing between exception rules and the actual flow of business processes that allows businesses to govern every process. BPM tools like Kofax and TotalAgility help businesses capture, evaluate and analyze the data that is constantly coming into their organization from outside sources efficiently and effectively.   

Workflow Automation software, on the other hand, uses application specific sequencing of tasks set up with predefined rules that include automated or manual activities. A workflow differs from BPM because it is usually set up on a fixed business process, meaning that businesses will have to tell the system how to deal with exceptions to the predefined rules. Fortunately, the systems are intuitive and take a learn by example approach – much like OnBase.

Smart-SolutionsWhat does this mean? It means that the system gets smarter over time and it learns every time an exception, new vendor or data type is processed, it will automatically know how to process it. Workflow automation runs on smart process apps that basically take your manual business processes and replicates it electronically in a more efficient manner.

That’s a quick comparison of BPM and workflow in a nutshell. If you would like more detailed information on these topics then visit the respective webpages on BPM and Workflow . To ask us a question or to request specific info then just click here, we would love to help!


Tags: Kofax, BPM, OnBase workflow, Workflow, Smart Process Applications, Smart Process Apps

What Top Features Enhance AP Productivity?

Posted by Cindy Bialy on Tue, Oct 07, 2014 @ 10:11 AM

If you are an AP professional reading this article, the responses we hear from prospects certainly will not surprise you.  When we ask AP Mangers what are the top features that would improve the productivity of their departments as a whole, the 2 top responses we hear are:

  • increased automation
  • increased compliance

Why increased automation?

invoiceFor accounts payable departments, invoice processing can be expensive and time consuming if
dealing with manual processes and paper documents.  The adoption of invoice imaging and automated workflow can lower costs and speed up processing.  Inefficient paper-based invoice processing methods are still the primary method that businesses are utilizing to process invoices.  Paper invoices are the enemy of efficiency in the Accounts Payable department.  In many cases the paper challenge is further compounded by the fact that invoices are sent by
suppliers directly to the purchasing department.  If a company has multiple buyers in multiple locations, tracking down an invoice for payment on-time can be a big challenge.  Often, once the invoice gets to an approvers desk it can sit there for one or two weeks before being entered into the accounting system.  The challenges associated with a paper based system can quickly be alleviated through invoice workflow automation.

Why increased compliance?

Non-compliance of processes with IRS requirements may result in incorrect or inconsistent reporting of liabilities.  In addition, non-compliance with laws and regulations may put the organization at risk with regulatory agencies. These non-compliance issues can lead to costlycompliance fines and extra audits. Accounts payable is often responsible for ensuring that these laws and regulations are complied with and that appropriate controls and reporting are in place. Many of the laws and rules in these areas are complex and subject to interpretation, and because of this, compliance is often low. To help deal with this compliance overload and avoid penalties and fines, AP Automation provides a solution to make it easy to support compliance and auditing activities.  Automation solutions ensure easy access to data necessary to meet regulatory requirements.  Unlike paper files, electronic data is typically in a format that meets records management laws, can be stored for a long as necessary in a single electronic repository, and is instantly retrievable.  AP Automation provides operational relief over paper based systems by providing easy-to-follow audit trails and process controls required for compliance with increasingly complex and demanding government regulations, including Sarbanes-Oxley and the Foreign Corrupt Practices Act.

If you are ready to start your research on how to improve your AP department, join us for a live presentation, for information click here.


Tags: Kofax Capture, ECM, OnBase workflow, Workflow, accounts payable

The Mortgage Process Is Going Paperless

Posted by Cindy Bialy on Wed, Sep 24, 2014 @ 09:37 AM

How do mortgage leaders enable the paperless loan process today?  Organizations utilize OnBase to optimize and streamline the full range of mortgage operations, including:

  • Origination
  • Underwriting
  • Post-Closing and Audit
  • Shipping and Delivery
  • Servicing

OnBase is a configurable, scalable enterprise content management (ECM) solution that can be deployed to meet an institution's specific mortgage processing requirements now and into the future.  The open architecture of the system enables seamless integration with existing Loan Origination Systems, third party lending software, as well as other applications (accounting, human resources) to leverage their capabilities and existing technology investments.


mortgage process

OnBase provides several mechanisms for capturing, indexing, and storing literally any type of document format - paper, email, fax, PDF, and word processed documents.  OnBase imaging converts paper documents such as loan applications, Good Faith estimates, employment forms, pay stubs, w-2's, bank statements, and disclosures to digital images that are securely stored in the OnBase repository for future retrievals and processing.  Once the application is in the system, workflow verifies that documents and associated data are complete and automatically routes the loan application and supporting documents to the underwriter.


Once in the system, underwriters have immediate access to all loan documents.  All documents can be stored in a virtual folder, providing the underwriter with all the necessary information to make better, accurate decisions.  Workflow automates the review and routing of completed loan documents to determine risk and expedite the loan closing process.  Provisions are automatically routed to designated underwriters and an email notification is sent indicating that special attention is required.



Workflow enforces and organization's procedure and policies, ensuring all documents have been prepared completely and accurately and that compliance standards are always met. Workflow timers guarantee promptness in completing the closing process.  Once closed, and signatures are completed, all remaining documents such as the Note, Deed, Title Insurance, and Hazard Insurance are captured and stored in OnBase for long-term archival. 


OnBase simplifies the Shipping and Delivery process by providing secure, immediate online access to loan documentation for review by potential investors.  Once funding is secured, OnBase makes certain that commitments made to investors are fulfilled within specified deadlines.  Contractual agreements with investors, commitment letters and communications between the shipper and investor are captured and properly managed within the system.  The preparation and delivery of loan documents is facilitated by providing the shipper with access to all related loan documents.  Workflow automatically sorts and prints loan files in the order the investor prefers.


A single, easy-to-use interface provides access to all relevant loan portfolio documents, improving Loan Administrator productivity and overall customer service.  a customer service representative 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.  No longer is there a need to manually look for the document in question.  The customer service representative can fax, email or print a document or entire portfolio directly from the desktop.

Interested to learn more?  Visit our mortgage website page or Contact Us today if you have any questions!

Tags: OnBase, OnBase workflow, Workflow, Mortgages

What's New With OnBase 14?

Posted by Cindy Bialy on Tue, Sep 16, 2014 @ 01:39 PM

describe the imageToday from the main stage of OTTC 2014, OnBase 14 release was announced.  Here is another annual release of software that reinforces Hyland's commitment to making OnBase the most relevant ECM product on the market.  With over 4,000 enhancements, this release includes improvements to the entire product from the architecture right through to the user experience. Whether you are a user of OnBase, you are responsible for OnBase solutions, or you support OnBase in your enterprise, OnBase 14 is for you.


OnBase 14 enables you to provide a higher level of service by getting information to everyone that needs it with improvements to:

  • Personalized User Experience
  • Integrations
  • Extended Access

Notable User Features:

  • Brand-new reporting Dashboards
  • Improved Web Client and StatusView interface
  • A read-only PDF viewer for external users
  • Brand-new External Access Client, providing self-service web access for people outside your organization

software developerFOR SOLUTION OWNERS:

You don't need to be a developer to configure an OnBase solution.  With OnBase 14, it's even easier to:

  • Manage Users
  • Build applications and automate processes
  • Manage documents and capture information

Notable Features:

  • New and improved workflow and Workflow|Case Manager configuration options
  • Compare changes in Word documents and new PDF/Image splitter
  • Simplified administration of user accounts, privileges and preferences (including some mobile administration options)
  • Improved capture of line-item data from invoices, as well as emails from shared departmental inboxes


OnBase 14 provides organizations with a single, secure and scalable architecture to:

  • Provide a platform to create new applications
  • Act as an information hub for your enterprise
  • Ensure a flexible and secure performance, no matter the task

Notable Features:

  • Integration with Google Services, including Google docs and Gmail
  • The new Enterprise Integration Server
  • CMIS compatibility
  • 256-bit encryption

OnBase at a glance:

  • Enhancements to our single, secure, scalable architecture that will benefit those responsible for supporting OnBase within their enterprise, ensuring that OnBase continues to be a strategic platform into the future. 
  • More tools to enable configuration without code that will make life much simpler for those responsible for creating and maintaining OnBase solutions. 
  • New products and features that elevate the user experience and create new ways for OnBase to make your information find you, bringing tremendous benefits to end users.

So, whether you are a user of OnBase, responsible for OnBase solutions, or support OnBase in your enterprise, OnBase is for you!  Can't wait to learn more?  Contact us now.

Tags: Document Management, Paperless Office, OnBase, ECM, OnBase workflow, Workflow, Smart Process Apps, The Cloud, OnBase OnLine

Does Your Organization Need An Information Plumber?

Posted by Dan Termale on Mon, Aug 04, 2014 @ 10:57 AM

information overloadFor most organizations , creating content is not a problem. Everyday new information is created through spreadsheets, documents, images, lists, etc. This content is created and shared through all different types of formats and programs. The amount of existing information our organizations have and the amount of new information/content created daily is astounding. Hence the problem that many of us face everyday; being overwhelmed by information and content and not having a system in place to manage it properly. If you have the right systems in place, like a enterprise content management (ECM) solution, then you can actually get the full value of your information instead of wasting time and money trying to track down the information you need. When it takes you hours or in some cases days to pull a document or form then you know there is a lot of room for improvement.

Due to this information overload, our business processes are becoming increasingly slow and less efficient. The first thing to do is to observe your business processes and pinpoint where the bottlenecks are happening. Understanding how your information flows throughout the organization from department to department and from worker to worker will help you visualize and see where the weak spots are. Drawing a process map will help to put everything into perspective and will help you when you are ready to look into enterprise content management solutions (ECM) . In your process map you will not only show how your business processes flow but also the type of associated content that each process works with. Having an ECM solution is good but choosing the right ECM for your specific needs will revolutionize your entire organization and increase your efficiently levels while cutting costs dramatically.

process mapKonica Minolta utilizes the latest solutions and enterprise content management (ECM) technologies that work to solve your specific business needs. Our solution experts first understand where your processes are slow from bad content management and old manual processes and introduce the right ECM strategy to fit your exact needs. Some of the technologies we use are OnBase by Hyland and Kofax Capture and Smart Process Applications for mobile functionality document capture. Konica Minolta utilizes the top technologies in the industry to build the best possible solution for you so that you can spend less time doing manual tasks related to your information and content and spend more time on value added tasks that work to increase revenue and improve your customer’s experience.

If you have business processes that are bogged down with information and you know you need to improve them then please Contact Us , we would love to talk with you and see how ECM can help make your organization flow smoothly.

Tags: Document Management, Kofax, Kofax Capture, OnBase, ECM, OnBase workflow, Mobile Solutions, Workflow, Smart Process Applications, The Cloud

5 Ways ECM Will Increase Member Satisfaction

Posted by Dan Termale on Wed, Jun 18, 2014 @ 01:39 PM

Member servicesWhen you choose a credit union to do business with you want to feel like you are choosing a reputable credit union that is known for their exceptional member services, right? Member service and satisfaction should be the #1 priority for credit unions. In today’s world one of the biggest contributors to a member’s happiness is the speed and flexibility in which they can receive their service and access to their money and information. Delivering superior member service is hard to do when membership files and financial documents are being stored in massive filing cabinets, dusty file rooms, and in big storage containers. Having to fight this battle with locating information is hurting member experiences. Here are 5 ways that an Enterprise Content Management (ECM) solution will help increase member satisfaction and increase efficiency for your credit union: 

1. Enhance Member Relationships   

Credit unions must provide new, improved and more expedient services to expand and enhance member relationships while continually increasing operational efficiencies.  Member service in the teller line and the call center will be vastly improved, as instant paperless retrieval of member documents helps to respond to member inquiries, immediately and subsequently enhances their experiences within the credit union. Furthermore, credit unions can provide members with access to documents such as check images, loan and investment statements via internet, enhancing the member experience and giving them the control of their own information.

2. Reduce Cost of Services

ECM strategy

ECM enables credit unions to reduce or even eliminate the costs and inefficiencies associated with traditional paper-based document handling such as check images, loan documents, and investment statements. Furthermore, by scanning and archiving mortgage and consumer loan documents, transfer costs and associated delays related to shipping documents from one branch to the processing center are eliminated.

3.  Realize a Rapid ROI

ROI is realized in both expense reduction an increased operational efficiencies.  Elimination of microfiche, microfilm, and paper-based reports are measurable costs that contribute directly to a positive return.  Additionally, other benefits include efficiencies gained from less labor required to process paper-based reports as well as better decision making by having instant access to information to provide immediate answers to member inquiries.

4.  Increase Operational Efficiencies

By scanning and digitizing documents, an ECM solutions like OnBase provides immediate, simultaneous access to the most accurate and up-to-date information, enabling employees to accomplish tasks more efficiently and accurately.  ECM eliminates lost and misfiled documents and provides instant access to member information.

In addition, by standardizing and automating manual tasks, your ECM solution will streamline processes such as check processing, signature verification, statement generation and distribution, loan processing and portfolio management.

5.  Adhere to Regulatory Compliance

ecm complianceECM Workflow ensures that policies and procedures are standardized and enforced.  You will be able to inherently track the complete document history and process audit trails allowing your credit union to manage compliance requirements.

ECM is the perfect solution for credit unions wanting to maximize member services and reduce costs.  Please contact us for the complete list of ECM benefits that will help you improve your member satisfaction and increase your efficiency.

Tags: Document Management, Paperless Office, BPM, OnBase, ECM, OnBase workflow, Workflow, Credit Unions