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Konica Minolta ECM Blog

Eliminate ECM User Experience Obstacles

Posted by Cindy Bialy on Wed, Jan 24, 2018 @ 11:40 AM

Let’s face the truth, some people are resistant to change.  Whether it be the simple “foot dragger” or the outright rebellious staff member, when people resist change it’s because they believe some aspect of what you want to do as not being in their (not the organization’s) best interest. This could be a mistaken belief or they could possibly be correct.  Either way, their resistance makes perfect sense to them.

With new technology you have the potential to make a big impact that will affect both the organization and your clients.  If you have identified a need to implement an Enterprise Content Management (ECM) solution to digitize, centralize, and store documents electronically so you have total access to all supporting documents as it applies to a Human Resource file, a contract or a customer service issue, training of staff might be when of your top concerns.  So don’t force them to use another system if they don’t have to. After all, the point of ECM is to use the technology to get more work accomplished in a more efficient and time saving way.

With Hyland’s  OnBase solution provided through Konica Minolta, the ECM system does not have to be what the user lives in for their primary line of business software.  Instead, The ECM system can be running in the background of their existing line of business whether it be SAP, PeopleSoft,  Microsoft Sharepoint, Saleforce or any of the hundreds of applications. As a result, many people don’t even know they are using ECM, they simply see additional functionality as a new feature in their existing line of business software.   Read on….

Tags: Document Management, ECM, enterprise content management,, Technology,

The Ongoing Attraction of Paper

Posted by Cindy Bialy on Tue, Oct 31, 2017 @ 02:55 PM

dreamstime_9311137.jpgMaybe you’ve noticed a decrease volume of your personal mail from the United States Postal Service (USPS) postal service. I certainly have. In fact, it’s been confirmed by USPS stats, including that First Class paper volumes have dropped 30 percent since 2007 and are predicted to drop another 40 percent in the next seven years. This decrease is illustrative of a more widespread trend that we’re gradually seeing important transactions migrating to an electronic space of some kind, thus paper transactions are increasingly going away.

Even paper money is quickly fading as you receive your paycheck via direct deposit or pay for goods and services electronically with your credit card, smart phone or PayPal. Money, the most of traditional of paper documents, is gradually going away and becoming less important.

Electronic signatures and electronic records were legalized in virtually every situation by President Clinton in 2001 with the enactment of the Digital Signature in Global and National Commerce Act. Leaving aside a small handful of documents as exceptions (e.g., wills, house repossessions, etc.), virtually every electronic record is acceptable in electronic format with very few barriers or requirements of any kind. Based on what I just wrote, you might believe that paper records are effectively dead.

But you’d be wrong.

Paper is alive and well. Paper will be around for some time. Why?

There are many reasons why paper does need to stay around that have anything to do with technological efficiency. Paper has an ongoing attraction. Notwithstanding the efficiency of electronic technologies, paper is a very appealing medium for many reasons. No matter how electronic your mindset may be, in one way or another there’s something on the list below that will appeal to you.


dreamstime_m_31958911 (2).jpgIt’s a misconception that people hold onto paper and a wet signature (one made with a pen) because it’s a legal document and has some sort of special legal status. People perceive that paper and ink have special legal status over electronic documents, but they really don’t have the legal significance that people think they have. In reality, that isn’t so. A wet signature is an old 12th century technology intended to reduce fraud and forgery. Is a wet signature any more secure that its electronic counterpart? No, they are actually less secure because a signature can easily be forged. A wet signature is really an illusion of security that people retain because it’s an appealing illusion. Anything you intend to be your signature is your signature, including any sort of electronic mark or code.


People like paper – it’s familiar, it’s traditional and it has the appearance of being official and permanent. For example, a diploma on someone’s wall. If their building burns down they haven’t lost the official record because the official record is at the registrar’s office . Also, at graduation ceremonies, you wouldn’t hand the graduates a flash drive as they walk across the stage rather, you’ hand them a paper diploma. They are essentially bling and nothing more, but these characteristics are powerful psychologically. Paper documents are so powerful because they are tangible and people don’t let go of easily.


dreamstime_xl_31666572 (1).jpgPaper is convenient stuff – no technology required, no internet connection needed, no charger required, its available anyplace, and only minimal skill and training is required. Also important is that a paper document is universally accepted. It’s rare for someone to refuse a paper document and demand an electronic document.

The bottom line is that, even though electronic technologies are secure, trustworthy, accurate and reliable, people are people and not necessarily entirely rational and efficient about these things. Even when electronic equivalents are available (and the reasons to utilize electronic far outweigh paper) people have a preference because paper is tangible, familiar, simple, and old-fashioned often feels better. That’s gradually changing over time as younger generations come up and are not only more comfortable with electronic records, but demanding the transformation.

Tags: Document Management, Paperless Office, ECM, Workflow, enterprise content management,, Technology,

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

Where Do You Draw the Line With Technology?

Posted by Dan Termale on Thu, Apr 07, 2016 @ 03:43 PM

dreamstime_19608025_1.jpgWe live in a world where our businesses rely on technologies to work productively and efficiently. Mobile technologies, paperless automated workflows and other types of solutions make huge differences in our little world. With the growth of new technologies we’re able to work remotely from anywhere in the world that has a Wi-Fi connection. Many companies have employees who work from home and have business processes that eliminate the need for any or very little interaction with their customers. The qualities of our products and services have improved, and the speed and abilities to serve our customers has never been better.

Today’s customer expects fast and quality products and services everywhere they go. If you can’t offer them the experience they’re looking for, then they’re quickly onto the next company that will. Technology is a crucial tool to accomplish this level of excellence, but there has to be a line that you draw in the sand to not forget that sometimes human interaction is still very important. 

dreamstime_l_29647833_1.jpgIt definitely makes sense to utilize business solutions to speak and engage with employees and customers when it’s appropriate, but there are times when you should spend some “face time” with them in person. Some companies have found that balance of in-person and virtual communications, and it has worked out great for them. It’s finding that balance that’s important. Customers and employees just want to know that you’re willing to go above and beyond for them. If that means taking the time to connect with them in person, then that would be a wise thing to do. 

You want to be able to give your customers and employees the freedom and flexibility that they’re looking for and, without technology, that’s hard to do. Take the time to evaluate your business processes and the way you share information. There are many tools to help us run efficient companies, but it’s our responsibility to embrace and utilize them. 

If you’re looking for ways to improve the way you communicate and share information, then Contact Us. We would love to assist you in identifying the right business solution that will help you find that effective balance between technology and personal communication.

Tags: Paperless Office, BPM, ECM, Workflow, Technology,, Data Security

Konica Minolta's HIPAA Compliance "Check Up" [Infographic]

Posted by Dan Termale on Fri, Feb 19, 2016 @ 11:34 AM

If you haven’t already, then it’s time to raise the bar for your healthcare enterprise. We know you’d rather spend time with patients than with a mound of paperwork and have quick access to information while following HIPAA guidelines. Throughout any healthcare organization, all kinds of information resides outside core HIT applications. Consequently, clinicians and staff don’t always have the information they need at the moment they need it. 

The costs of not being HIPAA compliant are extremely high, so this should be a high priority for your organization. See our "Check Up" infographic below that depicts the risk factors and costs associated with non-compliance:


Comply with privacy and security measures under HIPAA and all mandates. We help healthcare professionals overcome clinical, administrative, workflow and security aches and pains so you can concentrate on what's important: Your patients.

Join us at the HIMSS 2016 Conference as we interact with more than 40,000 healthcare IT professionals, clinicians, executives and vendors from around the world to discuss the future of the healthcare industry. Enjoy exceptional education, world-class speakers, cutting-edge health IT products and powerful networking at this industry-leading conference.

Got questions? Contact Us!

Tags: Document Management, Paperless Office, ECM, go paperless, Technology,, Healthcare

Say Goodbye to Traditional Business Boundaries

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

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

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

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

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

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

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

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

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

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

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

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

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

Do Your Research Before Your ECM Implementation

Posted by Dan Termale on Wed, Jan 20, 2016 @ 02:15 PM

dreamstime_l_29128177.jpgOne thing that your business has in common with every other business is paper. Everyone has it and uses it, but the way you manage your paper and information can set you apart from the rest. By now, you’re aware of the importance of using less paper and using business automation technologies to make your operations more efficient. The “Going Paperless” topic circulates daily, but you can only take it so far without an organized strategy for content management.

You know if you have a need for some type of Content Management system, but you shouldn’t jump right into the first solution that seems to fulfill your need. It’s important to do your due diligence in examining the state of your business and to determine exactly what business problems you want to solve. The research and discovery phase can be even more important than the solution you choose.

If you don’t have a crystal clear picture of what you need and expect from your Enterprise Content Management (ECM) solution, then it’s going to be difficult to implement any system to meet your needs — which you haven’t really defined yet. No vendor can understand all the intricacies and specific requirements of your business like you, so you should start there and really focus on exactly what your business needs are first.  

dreamstimemaximum_50453047.jpgThere’s a number of different ECM solutions to choose from and knowing whether you need an in-house system or a Cloud-based hosted system comes back to the crucial question: “What are your business needs?”

A Cloud-based ECM solution can have many benefits and appeal to your business if you’re trying to keep your capital investment low and your infrastructure as simple as possible. This solution offers great benefits and may be a great choice for you – or not. It depends on what you need from your ECM and what your businesses structure is like. Don’t just go for the solution that looks better from a price perspective because you may end up with a system that looks good on the books but, in the end, can’t satisfy your business needs. 

If you’re leaning towards an in-house ECM system, then make sure you have the infrastructure to be able to securely handle your new system as well as all of your other critical business systems. Choosing a vendor that has a proven track record of quality support is a big must-have! You want to always feel supported and have the help you need to get the most out of your ECM.

dreamstime_l_42502797.jpgThere are inherent benefits to either type of solution and it all comes back to the same question: “What business challenges are you trying to solve?” Do your research. Educate yourself on how the ECM implementation process works, the different types of solutions, the different deployment options, and find yourself a reputable vendor that has the expertise you need for a successful ECM system that will strengthen your business. 

If you have questions or are looking for different resources to help educate you on ECM topics and all of the different encompassing areas, then Contact Us! We have many industry, departmental and solution-specific articles we can share with you as well as a number of case studies, whitepapers, and more! We would love to help you explore the ECM process!

Tags: Document Management, BPM, ECM, Workflow, Going Green, enterprise content management,, Technology,

Great Customer Service is Fast Customer Service

Posted by Dan Termale on Tue, Dec 08, 2015 @ 11:54 AM

customer-service.jpgWe live in a time of instant gratification and convenience. We don’t like waiting. While at our favorite coffee shop in the morning, we expect it to take a few minutes to get our coffee. This expectation is the new normal — not just for fast food visits, but also for the enterprise. Great customer service is fast customer service and having instant access to all of your customer’s information is critical to accomplishing this. 

The goal of every business is to provide customers with the best possible product/service and customer experience. It’s never been easier for consumers to find new companies with whom to do business, raising the bar for all of us to make sure we’re doing our best. 

The reality is that it’s nearly impossible to provide great customer service when business information lives exclusively on paper. It can be very time consuming to find a customer’s information when they’re stored by paper files in cabinets or storage rooms; oftentimes files are misfiled or misplaced which brings up more issues and takes even longer. These are challenges for many businesses, not having that instant access to information. This not only takes away from giving your customers a positive experience, but it also expends your employees’ valuable time. 

ECM SolutionsAn alternative to having paper-based information is having an Enterprise Content Management (ECM) system that stores it digitally. This will give you fast access to information and will also greatly increase your data security. When you’re using an ECM system, you’ll have all of your customer information in one central place that can be accessed anywhere, even on your mobile device if you’re on the road. Having detailed notes on your customer’s past calls and experiences will help you provide them with more personal and tailored service.

You can also decrease the amount of new paper with the use of electronic forms. By using e-forms, you enable your customers to input their information and requests digitally which will improve the way customers provide their information to you. This will decrease the amount of time your customer services representatives spend sorting through information ecm solutionsand taking calls from customers who are waiting on you to respond to their requests. 

We need to be forward thinking and set our organizations up for success. If that means embracing new technologies and updating business processes to meet the demands of today’s customers, then so be it. We earn the right to do business with our customers; it’s a privilege to provide them with products/services that help them run their business successfully. Today’s business environment is fast paced and, as businesses, we need to do all that we can to keep pace and continually meet the demands of all customers. Contact Us, for more information!

Tags: Document Management, Paperless Office, ECM, Workflow, Going Green, enterprise content management,, Technology,, Data Security

Fear Of Change Can Prevent Paper Reduction

Posted by Dan Termale on Mon, Nov 30, 2015 @ 04:13 PM

dreamstime_l_29647833.jpgChange can be a very hard thing for people. We like being comfortable and following our daily routines. Both at work and at home, we tend to lean more towards our comfort zone than trying new things, especially when it comes to technology. This can be said about our paper usage in the workplace. As humans we’re tactile by nature and are more comfortable with something we can hold and feel. This plays a part as to why some organizations have delayed moving away from reducing or eliminating their physical documents. 

To implement the necessary changes that will help reduce paper in your office, you first need to analyze the processes and causes that may be creating bottlenecks or problem areas in your business. Is there a common denominator that you can pinpoint that may be contributing to the “cause” of the departmental inefficiencies? 

An AIIM’s Industry Watch Report shows that the top three reasons organizations do not change are:

  1. The lack of movement by management
  2. The perceived need to capture physical signatures
  3. People prefer handling paper.

All of these are human reasoning, not technology deficiency. 

ecm solutionsWhy wouldn’t you want every department to run efficiently and at optimum output? That seems like a no brainer! Yes, we want to bring change to our organizations, but sometimes we’re afraid of change. Don’t let that fear keep you from adopting new technologies that will help your business run better. With change also comes new costs, which is a usual and valid cause for concern. What you may not realize is that new solutions, like Enterprise Content Management (ECM), have such high ROI’s that they usually end up paying for themselves in 18 months or less and allow you to reap huge cost savings in the long term. 

Here are some great questions to ask to determine why you could use an ECM solution:

  • Can you quickly, and in one step, find the required documents while you are on a call with an important client?
  • Are you satisfied with the response time and the resulting images created for both internal and external document requests?
  • Are you OK with the amounts of papers and stacks of files on and around your office?
  • Can you track the history of any document and revert back to any version needed and view who has accessed it?
  • Do you have the management tools to check on the status of assigned projects given to your team?

dreamstime_xl_34697287.jpgTake the first step in your journey to going paperless and start to educate yourself in the different types of solutions available. No matter what size your business or budget, there’s a solution that will fit your needs. If you have questions or want to learn more, then Contact Us. We love helping people in every stage of their journey.

Tags: Document Management, BPM, ECM, Workflow, Going Green, go paperless, enterprise content management,, Technology,

The Real Costs of Lost Documents

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

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

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

Here are some paper facts on the average organization:

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

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

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

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

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

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