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Konica Minolta ECM Blog

Why Adopt Content Management Technology in 2017

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

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

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

The biggest content management trends for 2017 are:

Cloud Computing:

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

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

Mobile Friendly

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

dreamstime_19608025 (2).jpgCollaboration Enhances Content Management

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

Workflow

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

Scalability

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

More Affordable Solutions

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

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

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

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

BPM or Workflow - Which Is Right For You?

Posted by Brianna Smith on Wed, May 27, 2015 @ 01:46 PM

ECM-SolutionsThe ECM world is filled with terms and phrases used to describe the benefits of ECM. Paperless systems, streamline your operations, smart apps, and more, sometimes things can get a little confusing because some terms or phrases are similar and easy to mix up like Business Process Management (BPM) and Workflow.

BPM and workflow dont get mixed up because they mean the same thing. In fact, they deal with completely 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 as follows:

WORKFLOW

workflow-managementWorkflow facilitates simple routing of tasks or activities from person to person. Workflow Automation software uses application specific sequencing of tasks set up with predefined rules, including either automated or manual activities. Furthermore, a workflow is usually set up on a fixed business process and you will have to tell the system how to deal with exceptions to the predefined rules.

These systems are very intuitive and take a learn by example approach. This means that the systems get smarter over time and it learns every time you process an exception, new vendor or data type so that the next time it will automatically know how to process it.

BPM

BPMBPM characterizes a series of activities that are independent from specific applications and systems. BPM 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.

Business processes, once they are defined, can be modeled, automated and managed to help you realize maximum efficiency to lower your costs and achieve higher operational output. By following set rules, BPM is able to distinguish between exception rules and the actual flow of your business processes that allows you to govern every process.

Want to learn which is right for you? Contact us! Wed be happy to help.

 

Tags: Document Management, BPM, ECM, Workflow, Smart Process Applications, Dynamic Case Management

What is a Smart Process App and How Can it Help You?

Posted by Brianna Smith on Fri, Feb 13, 2015 @ 10:48 AM

smart-process-appsSmart Process Apps (SPAs) is a fairly new term bouncing around the Enterprise Content Management (ECM) and Business Process Management (BPM) arenas. It’s a term that has been introduced to help describe collaborative, process-based packaged applications for work processes that are more people intensive than others. 

When it comes to streamlining and managing business processes, organizations have been leaning more towards BPM technology. Smart Process Apps take it a step forward as a new and improved version of BPM and Dynamic Case Management (DCM) tools that benefit customers even more than ever before. 

How?  It’s simple. SPAs offer more agile work environments a chance to process their information faster than the BPM technology of yesterday. Smart Process Apps are beneficial for customers and organizations for a number of other reasons, including: 

1.) They’re designed with the modern working world in mind — to support business activities that are:

  • businessmanPeople intensive
  • Highly variable
  • Loosely structured
  • Subject to frequent change

2.) With Mobile Capture and cloud capture abilities you can:

  • Capture your business critical information right at the beginning and start the correct business process.
  • Because SPAs can travel wherever you go, your process time is greatly lessened and your customer satisfaction with surely sky rocket because of it.

Departmental-solutions3.) A number of different departments can utilize SPAs so that the entire organization benefits and can become more streamlines and efficient:

  • Accounts Payable
  • Accounts Receivable
  • Human Resources and more

4.) Return on Investment (ROI). The financial beauty of SPAs is that they can handle processes that are loosely structured and have constant exceptions. Because they are not designed to specialize in these ares, this is an area that traditional BPM and even DCM have had issues with in the past. SPAs are able to fix these issues, effectively increasing an organization’s ROI. 

nycIn a fast-paced society where people want their information fast and at their fingertips, wherever they are, it’s important that organizations and businesses rise to meet their customer’s expectations. Smart Process Applications will make this possible. 

Are you looking for a way to streamline your operations and improve your workflow? We have just the thing for you. If you would like more information about Smart Process Applications or have any questions, feel free to reach out to us and we would be glad to help!

Tags: BPM, ECM, Workflow, Smart Process Applications, Smart Process Apps

Take Control of Your Case Management Headaches

Posted by Dan Termale on Thu, Jan 08, 2015 @ 03:43 PM

image_2In every business there are areas that are known for taking a long time or are considered to be inefficient processes. Everyone has them and they vary. For some it may be their Human Resources department and their paper heavy processes that take forever to get anything done. It could be in your Accounts Payable department where invoices come in through the mail and pile up until your AP clerk has the time to process it manually. I could go on and talk about the challenges in each department, but in this post I am going to focus on the area of Case Management. 

Case management is an orchestrated effort that brings content, people, and processes together in alignment to a focused cause, which is to manage the case. All different types of content come in and needs to be captured, stored, managed and delivered to the right people all in a timely manner. This is where the importance of having a system in place to coordinate the content and processes come into play.

case-managementBusinesses need the ability to automate and streamline the capture process, automatically classifying inbound content and routing it to the right people who need to view the info. Especially when content is moving from department to department and to different locations and branches. Having the the functionality to streamline this process digitally while minimizing paper will be a huge time and money saver. If you want to successfully implement a new system and streamline processes for your case management then it’s important for you to get organizational buy-in from the top down. This will make your success rate much higher and transition smooth.

case-management-Cases touch almost every area of an organization.  They carry a high importance rate because they define key relationships with vendors, employees, customers,  and providers.  A case is more than just a document, there are a lot of correspondences that go along with them. You want to be able to have all of your case related information in one central secure place for you to be able to keep track and manage them efficiently. With an Enterprise Content Management (ECM) solution like OnBase you will finally be able to address and fix your long case cycle times, not having the ability to see all of the related case data in one place, and the visibility to oversee the whole case process with detailed live reporting.

With OnBase you will:

  • Reduce time from request to approval.
  • Have a complete view of cases and all related materials.
  • Improve your visibility and reporting abilities.

For more information on how OnBase can transform your Case Management process then Contact Us! We would love to provide you with more information. 

Tags: OnBase, ECM, Workflow, Smart Process Applications, Dynamic Case Management

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

The Beauty Behind Kofax Mobile Capture Is It’s Convenience

Posted by Brianna Smith on Mon, Nov 24, 2014 @ 04:05 PM

Mobile-SolutionsWe discussed previously the benefits of Konica Minolta’s document capture abilities, specifically regarding Kofax TotalAgility - a Business Process Management (BPM) and Dynamic Case Management platform that improves process management, allowing organizations to achieve unparalleled operational gains. Now we’re going to shift gears towards our Kofax Mobile Capture Tool.

We already know that Kofax capture allows organizations to capture emails, PDF’s, and even paper documents, and that our Kofax capture solution works with OnBase, FileBound, FileNet, or one of thousands of other ECM and Line of Business Applications an organization might have installed. However, few are aware that they can reap the benefits of our document capture solution from their mobile devices.

Fast-Paced-SolutionsKonica Minolta’s Kofax Mobile Capture solution is well suited for today’s fast-paced society where customers expect real-time answers to any question they might have. Kofax Mobile Capture is able to offer a solution to these questions because with our solution, customers are able to use their tablets and smartphones to get the answers they’re looking for by not only being able to capture a document, but they can also extract critical data from said document. Customers are then able to save their captured information in the cloud, thereby initiating critical business processes at the earliest point in the process, whenever they need to. 

But there’s more. Our Kofax Mobile Capture can also:

  • 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
  • Turn any smartphone or tablet into an enterprise information capture application 

Mobile-captureThe beauty behind Kofax Mobile Capture is it’s convenience. It allows the users within an organization to work from virtually anywhere. Furthermore, by leveraging the Kofax Mobile Capture platform, organizations will see an improvement in their overall operations, ultimately  closing more business deals faster, seeing an improvement in customer satisfaction, and reduced process costs as a result of analytics, intelligent automation and dashboards. 

So that’s an overview of the Kofax Mobile Capture Tool and all of the convenient benefits it has to offer. Click here to ask us a question!

Tags: Kofax, Kofax Capture, Mobile Solutions, Smart Process Applications, Smart Process Apps

Kofax TotalAgility Helps Streamline Your Operations

Posted by Brianna Smith on Tue, Nov 18, 2014 @ 02:09 PM

Kofax-CaptureKonica Minolta is well known for their ability to help businesses streamline their operations through enterprise content management solutions, but what some might not know is that Konica Minolta also offers organizations different solutions to capture information across their organization as well. And to make matters even more convenient for the customers, the KM Kofax capture solution works with OnBase, FileBound, FileNet, or one of thousands of other ECM and Line of Business Applications an organization might have installed.

What kind of information can be captured? Its simple. With the KM solution, organizations can capture anything from PDFs to emails, paper documents, and now even unstructured documents. But the true magic of our solution begins to shine when an organization installs Konica Minoltas Kofax TotalAgility.

Kofax TotalAgility is a Business Process Management (BPM) and Dynamic Case Management platform. It improves process management, allowing organizations to achieve unparalleled operational gains.

Our Solutions Helps Organizations:

  • Achieve continuous process improvements

  • Deliver organizational transformation for a competitive advantage

  • Reduce costs associated with standardized and repetitive business processes

  • Support the efficient delivery of non-standardized or unpredictable business processes

  • Ensure compliance to industry regulations (e.g. SOX and HIPAA)

  • Reduce errors and improve exception handling

  • Deliver increased ability to respond to changing organizational and market conditions

  • Deliver improved visibility of operational performance, to process and task level

Kofax TotalAgility ensures that an organizations operations become more efficient and flexible, better able to execute business processes. For the organization, this means lower costs and an better return on investment (ROI).

stand_outThe fact that our solution can deliver both business process management (BPM) and dynamic case management (DCM) in a single platform makes it stand out even more from the crowd. Unlike BPM, DCM works on a more ad hoc basis to manage dynamic, unstructured processes. Having a solution that can deliver both is great for large corporations and governments agencies who are dealing with a number of issues at a time, including cases and/or patient records and lawsuits and insurance claims. This function allows for increased efficiency and the workflow needed succeed.

Kofax TotalAgility is just one of our capture solutions. Stay tuned for an article exploring our Kofax Mobile Capture Tool. If you have any questions or would like to request more information then Let Us Know! 

Tags: Document Management, Kofax, Kofax Capture, ECM, Smart Process Applications, Smart Process Apps, Document Imaging

Exploring OnBase's Digital Mailroom - Part Two

Posted by Dan Termale on Wed, Oct 15, 2014 @ 11:20 AM

digital mailroomIn last week’s Exploring OnBase’s Digital Mailroom - part one, we introduced how OnBase can help better manage this over abundance of paperwork with one of it’s electronic document management system tool, Digital Mailroom (DMR). DMR scans your paper files, identifies the document types (classification), finds key words such as name, loan numbers, social security numbers, etc. and reads information off the page (indexing).

The Digital Mailroom also has the ability to find information in unstructured documents such as appraisals, insurance deductions, powers of attorney, and other correspondence. It also correlates information within and between documents and provides crucial quality assurance validations.

Digital Mailroom intro solutionsElectronic content management systems generally index each document type based on a few pieces of "find" information, such as loan number, SSN, name, agent and address. DMR for Mortgage Loan Processing can electronically sift through the file or mixed documents, classifying document types and extracting necessary data from the scanned paper content.

In minutes, the file packet is processed. Data content can then be sent to the appropriate software application, (such as loan origination software), for updating any information necessary to generate the closing packet. 

Is there a return on investment?

YES. Return on investment of Digital Mailroom is measured in months, not years. A properly designed and managed system can be paid for in a single budgetary cycle.

This ROI is based upon the following factors:

  • Faster turn times resulting in increased capacity and efficiency.
  • No more lost documents.
  • No more waiting for overnight packages (or overnight delivery charges).
  • HUDs to buyers/real estate agents faster.
  • No more lag times between originator and processor.
  • Improved quality of data as multiple rules engines validate data.
  • HMDA reporting accuracy significantly increased.
  • Fines and penalties due to "deficiencies" nearly eliminated.
  • Identifies where signatures should appear and tells you when they're missing.
  • Better security and control of sensitive information.
  • Images are verifiable and auditable to comply with privacy regulations.
  • No more shuffling, sorting, copying, transporting, securing, tracking of paper records.
  • Automatically process tens of thousands of pages per hour, all day, all night, and on weekends.
  • "Time triggers" workflow eliminates late packages.

So that’s an overview of OnBase’s Digital Mailroom. Click here to ask us a question!

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

Set Your Government Agency Apart From The Rest With ECM

Posted by Dan Termale on Mon, Oct 06, 2014 @ 09:31 AM

Government SolutionsWith the hard economic times that have hit our country over the last few years, many areas of our society have been forced to cut back small businesses, schools, big businesses and corporations, the private sector, and especially, the government sector.

From an enterprise content management (ECM) angle, these budgetary cutbacks in the government sector means that processes for organizing important files and paperwork are quickly becoming outdated and inefficient. A lot of this inefficiency stems from too much unorganized, uncategorized paperwork and not enough paperless solutions and processes.

This is where OnBase’s enterprise content management solution for government agencies can help. The OnBase solution helps agencies regain control of their operations by streamlining their processes and managing the documents and digital content that drive those processes. We aim to do away with paper and create a paperless system where documents and files are simple to retrieve.

Government ROISo far the OnBase solution has been well received. In fact, government clients in the past have testified to the benefits of Onbase’s enterprise content management solution to help streamline their workflow by claiming savings of up to 66% in total cost of ownership!

But just what sort of government organizations might use our enterprise management solution? They vary from Commissioners, Clerks of Courts, County Engineers, District Attorneys, Domestic Relation Courts, Health Departments, Juvenile Courts, Job and Family Services, Legal Departments, Mental Health Services, and more.

What Sets Our Solution Apart From the Rest?

  • Unified Capture is a tool that enables users to submit documents in the way that makes the most sense for them, be it online, via fax, through the mail or over the counter. Whatever the capture method, our government solutions ensure that the information you need from those documents is extracted, stored and presented to your users in a way that lets them execute their role in the most efficient way possible.
  • Workflow & Process Management ensures that the documents and content your organization is relying on doesn't sit stagnant in an electronic holding pen. Document and processes move in concert according to the business rules your organizations define. When something slows down, gets held up and throws out an exception - your team knows about it immediately and can remedy the situation before the exception becomes a problem.
  • Application Integration means the content you are managing flows in and out of the Case Management, ERP, Medical Information, Legal, Back-Office, Project Management, Real Estate, GIS or Justice systems that your users work with every day. Whether your users are working at the transaction, ticket, case, project or program level, we understand how vital it is that documents and meta data can be accessed with a couple of clicks or taps.
  • Public Document Access & Filing - Countless hours are lost manually servicing requests for public records. Our solution for government organizations enables constituents to access permitted records as well as providing the facility to users to submit documents without another trip to the facility.
  • Security, Tracking & Audit - Our solution keeps track of almost every conceivable action that happens inside your Enterprise Content Management solution. Want to look at who viewed/ added/ edited/ revised or deleted a document? No problem. Need to see everything a user or group of users touched? No problem? Being asked for detailed data on how your users execute their role within your business processes - we make all this information ECM Benefitsavailable.

These are just some of the benefits that our solution offers. By utilizing an enterprise content management solution for government, agencies are better able to meet the common challenges of smaller staffs and budgets by laying the groundwork for more streamlined, efficient and mobile government information technology. Who wouldn’t want this type of technology on their side? For more information or if you have any questions please, Contact Us, we would love to help.


Tags: Document Management, Paperless Office, BPM, OnBase, ECM, Workflow, Smart Process Applications, The Cloud