Archive for the ‘White Paper’ Category

Finding Information Opportunities in Information Governance

December 3, 2014
An image with a stack of paper reads "White Paper" and shows the FileBound by Upland logo.

Information Governance should be viewed as information opportunity, according to an AIIM white paper.


Information governance is a complicated subject for enterprise, starting with the term’s definition. An AIIM white paper we helped sponsor, “It’s not Information Governance, It’s Information Opportunity,” notes that the term has many meanings and depends on who is hearing the term.

Generally, information governance refers to the way to manage records, avoid risk and meet compliance issues.

“We all need to think of Information Governance in capitals, a neon signpost blinking at us across a wasteland of broken and misused information,” the white paper says.

Robert Smallwood, founding partner of IMERGE Consulting and executive director of the E-Records Institute, writes in an article that information governance is “policy-based control of information to meet all legal, regulatory, risk and business demands.”

At its core, information governance keeps needed information and discards the clutter.

“Information Governance is foundational to an organization’s success in the digital age,” the white paper says. So why are so many organizations unsuccessful in this area?

Only 10 percent of organizations surveyed say they have an information governance policy in place that is respected and enforced, and of those, only about 20 percent audit for compliance, according to AIIM research. Executives associate complexity, cost, confusion, and risk with information governance, among other unflattering associations.

The white paper offers advice from executives and experts on how to increase the adoption of information governance policies.

For example, it’s important that employees are able to see the value of information governance in their day-to-day work.

“It is said that the challenge is 80% people, 15% process, and 5% technology.  We often focus too much on the technology at the expense of the other 95%,” Daniel Barchi, CIO of the Yale Health System and Yale School of Medicine, says in the white paper.

To learn more about cutting through the noise surrounding information governance, download the AIIM white paper.

Integrating systems of record, engagement in ECM

November 26, 2014
A person is shown with a hand on a computer mouse, with the computer in the background.

Integrating systems of record and systems of engagement can be done with an enterprise content management system.


Integrating systems of record and systems of engagement can provide a variety of benefits for enterprise.

“Once monolithic silos confined to a few specific back office processes, ECM has been going through an evolution…Now the cloud is truly making robust ECM functionality accessible to all,” Ralph Gammon, editor and publisher of the Document Imaging Report newsletter, writes in a FileBound white paper.

Systems of engagement manage interactions, including those from internal and external sources. Vendors, customers and employees can all provide interactions with this system. These can include interactions through social media, websites or e-forms. Systems of record include enterprise content management systems and enterprise resource planning systems.

“It’s in these Systems of Record that we store transactional data, protect customer identities, and store and archive patient interactions,” Forrester Research analyst James Staten writes. “As such these systems are slower to iterate both due to complexity but also based on the importance (and compliance) of the data and the processes they have helped solidify.”

These systems are an extension of traditional business and they are increasingly needing to connect to the systems of record, Staten writes.

An ECM system can connect these systems of record and systems of engagement.

By doing this, the system of engagement can access even more information and the two systems can share information smoothly. Transactions can be completed more quickly, which can benefit customer service.

So what features does Gammon think a modern ECM system should have? Modern ECM systems should be cloud-based, have flexible workflow, and have a strong data analytics component. The new features, such as cloud connectivity, have to be paired with the old features of capture, search, security and records management.

To learn more about how systems of record and systems of engagement interact and how FileBound can seamlessly integrate the two, download our white paper.

The New Mobile Reality – Forget About Apps; Get Moving on Workflows

September 4, 2014

See what ELC executives are saying about the future of mobile technology.

Changing and accelerating mobile technology is changing the way we work—when, where, and on what devices.

The AIIM Trendscape report, “The New Mobile Reality,” explains how organization leaders are rethinking the way their employees are utilizing enterprise systems, and how the information manager executives of the ELC are reshaping and guiding future mobile solutions.

Download our whitepaper for the full, detailed report outlining the latest in the information management world:

The New Mobile Reality

August 28, 2014

As the industry moves mobile, consider your workflow options.

The New Mobile Reality – Forget About Apps; Get Moving on Workflows

The mobile world is in a period of transition. Most organizations know big changes are imminent, but industry leaders aren’t exactly sure which ones are best for their businesses. Our partner, AIIM, details what its Executive Leadership Council envisions for the future in its latest Trendscape report, and share how they’re meeting mobile challenges such as:

  • Implementing BYOD policies while maintaing security
  • Re-introducing employees to enterprise work management systems
  • Bridging the gap between employee behavior and company content
  • Re-examining and improving current processes involving big data and user experience

Learn more about transitioning into a more functional mobile world and optimizing your workflow in one of our latest whitepapers. Download the full version here:

Work Management Trends in AP Automation

August 20, 2014

New developments in the cloud and ECM are improving the capabilities of AP departments.

Institute of Financial Operations Executive Report Work Management Trends in AP Automation

New developments in ECM industry are changing the way AP departments operate. Changes in the cloud, mobile, and analytics are all providing new opportunities for AP departments to become more agile, meet higher performance benchmarks, and increase usability. This report from IFO explains:

  • How workflow tools allow fast response to changing business needs and can be easily implemented by users
  • Cloud-based solutions that are secure and can make it easier to deliver business continuity across a distributed workforce
  • Mobile access that is available across any device, making processes like purchase-to-pay cycles easy to complete from anywhere
  • Meaningful and insightful analytics that can be retrieved without the assistance of a database administrator, such as predictive dashboards

If you’re considering an AP automation solution or looking to improve your current process, this look at the latest trends in technology will help you better understand your best options.

Download the full whitepaper here:

Content and the Cloud: The Forecast is Decidedly Cloudy

August 13, 2014

Cloud-based technologies will change the field of content management in the next two years.

In a new report sponsored in part by FileBound, our partner, AIIM, shares how cloud-based technologies will change the way organizations manage their content in the next two years. Nearly 50 senior executives from the U.S. and Europe shared their insights to provide accurate information about cloud computing issues and concerns. Download the free trendscape report to learn more about what’s ahead for the cloud in the coming years:

High-End Document Management for the Masses

May 7, 2014

Thanks to changes and developments in the document management industry, high-end solutions are now available to all types of businesses.

“Imagine your critical corporate information, accessible from anywhere in the world and always up-to-date. Start using the power of the Internet to drive your document repository!” 

Every business or organization, regardless of their size, has certain common characteristics and challenges. They all have documents and information that they need to organize, manage and control in order to ensure their success. Whether they use Quick Books or a high-end ERP solution, they all generate invoices, process payables, have human resource files and have to complete tax forms. Comparatively, if they are a one-doctor clinic or a 500-bed hospital they have to keep medical records and process EOB documents.

Today, information and the documents generated from it are created from multiple sources and stored in many forms. Every organization has Word documents, emails, faxes, paper documents and many other document types. The question is: how do they bring all these pieces together to create a history of their activities, provide customer support and comply with government regulations? Document management solutions are the answer.

In the past, the solutions that would allow organizations to build enterprise systems to manage these challenges were financially out of reach to all but the very largest. They were faced with very few options other than printing everything to paper and filing it in traditional manual filing systems or scanning the paper into a basic imaging system. Even though these systems marginally worked, they limited growth, consumed human resources and created regulatory compliance issues.

Two developments over the past few years have changed this paradigm. These are the introduction of web technologies and hosted services. Together, both of these have reduced the internal infrastructure required to deploy and support document management systems, while lowering the total cost of ownership to the point where document management solutions are within reach of all organizations.

These systems, like FileBound, allow organizations of any size to design a document management solution to meet their needs. With FileBound, you can capture content from any source, whether its scanning paper or importing emails and faxes or documents created from other applications. Once imported into FileBound, this content can be routed down pre-configured workflows, stored and securely accessed from a web browser or published for website access.

Everyone needs document management and with FileBound, organizations can choose to adopt it as a hosted solution using the FileBound On-Demand service. Or, implement it as a simple network appliance with FileBound Express. Or, license the solution and install FileBound on an IT infrastructure. This clearly demonstrates a paradigm shift, which makes high-end document management systems available to all.

Pricing Models for Document Management Software: Mid-Tier Solutions

April 22, 2014

Mid-tier solutions are still customizable for users and applications, but are preconfigured to perform certain functions on specific systems.

Document management software is generally priced according to server licenses, additional module requirements and individual client seats. 

Mid-Tier Solutions

Mid-tier solutions, while still being quite customizable for individual users and applications, generally require far less coding (if any at all) to perform that customization. They are generally quicker to deploy because they come preconfigured with many of the features and capabilities most users expect. Mid-tier solutions also tend to run exclusively on standard windows computers and servers, while at the same time still maintaining an enterprise level of functionality.

These solutions also come with a modular architecture, but the feature set of each module is clearly defined in terms of its functionality, and usually quite complete. Thus modules are not for programmability like they are in a high-end solution but instead are self-contained feature sets such as workflow, records management, and enterprise report management. This provides customers with the flexibility to eliminate functional components that their particular application does not need.

Software pricing generally starts at under $20,000 and can go as high as several hundred thousand dollars depending on the number of users and feature requirements.

Pricing Models for Document Management Software: High-End Solutions

April 16, 2014

High-end document management software solutions can be worth the high price for businesses looking for a highly customized product.

High-End Solutions

Document management software is generally priced according to server licenses, additional module requirements and individual client seats. 

The pricing structures for “high-end” solutions can be quite daunting easily reaching hundreds of thousands of dollars, and requiring a considerable investment in professional services in order to determine functional requirements, custom code, install, implement, configure the solution, and integrate it with line of business applications. High-end solutions are typically designed for a maximum level of customizability, high degree of integration capability and intensive level of performance. The software is therefore highly modular. Modules are usually interrelated such that the need to implement one set of features may also require the implementation of several modules, each one of which provides powerful functionality but also adds considerably to the system price. Pricing is usually determined by the number of users, and the variety of modules or add-ins provided as part of the server installation.

Most high-end solutions come as On-Premise only, require desktop installation for each user, and come with strict named user license agreements, or enterprise seat licensing models.

The Building Blocks of Document Management: Preservation

April 9, 2014

Proper document preservation does not only include data storage, but also security that data will not be lost.

Document management is a commonly used but frequently misunderstood term. Actions as simple as throwing paper documents into a shredder can be called document management. Actions as complex as scanning, indexing, routing via workflow, and archiving according to retention requirements are also called document management. It’s hard to know how the term is being used, and what is meant, particularly when the term is being used by a technology vendor.

This educational guide is designed to clarify that common confusion, and to highlight the important aspects for the non-technical finance specialist. If you are interested in learning more about automating traditional paper/electronic finance document processes for the purpose of saving money and doing more work with less labor, then this is the Kollabria eGuide for you. No matter what kind of solution you may be planning or investigating, there are three functional components to each and every document management system. All systems are built around three logical building blocks:

1. Capture

2. Management

3. Preservation

What differentiates one system from another is the degree of complexity required from each of the logical building blocks in order to satisfy the needs of the application. 


Preservation is commonly confused with storage. For that reason most people don’t look to the document management software vendor to provide this required feature. They usually assume that a backed-up hard drive has “preserved” the data on it. That of course is not true. Backups many times do not have the right data on them, or the data has somehow been corrupted, or the back-up itself fails at the same time as the source disk fails. Preservation means more than that, it means that data loss is virtually impossible. While regular backups are a good practice to minimize the probability of data loss, they don’t eliminate the possibility.

In the case of document management, again depending on how many documents are being managed and how easily they can be recaptured and re-processed, data loss is in most cases simply not an acceptable option.

While data or document loss is one part of the preservation equation, required data destruction is the other. In many cases documents need to be destroyed at certain times or after certain time frames. This too is an integral feature of a good document management solution, and is one that has to be integrated in the document management software itself.

Archiving documents, and being able to selectively restrict and enable access to that archive, are preservation features that must be supported by the document management software application.

Like the features for capture and management, the need for preservation varies by the complexity of the application. Going for overkill, on features in the unlikely event that you might need them at some future date is not an economical way to build a solid document management solution.

The most effective approach is to determine the actual requirements at the outset and select a solution based on these requirements. Selecting a vendor or supplier comes down to determining their ability to speak to not just the individual functionality of a particular piece of software, but to their ability to speak to each of these three building blocks, and offer the proper fit for your needs.