Posts Tagged ‘capture’

The Importance of Analytics for AP Automation

December 10, 2014
An image reads "Webinar featuring Jackie Risley" on a blue background.

FileBound Marketing Director Jackie Risley discusses how analytics can add value to AP in a webinar.

 

AP can be overlooked as a strategic priority, Jackie Risley, director of FileBound marketing at Upland Software, says in a FileBound webinar.

So how can executives be convinced to look at AP more strategically?

The webinar, “Beyond Automation: How Predictive Analytics Add Value to AP,” demonstrates how analytics can raise the perception of the AP process.

“Analytics deliver real insight into your work processes so that you have real-time, actionable data,” she says.

Reporting looks backwards and looks at tactical items. Analytics looks toward the future and is more focused on strategy. For example, reporting will look at how many invoices have been processed in a certain time frame, while analytics will show opportunities to change.

“It’s much more than a visual representation of data that we normally see in tables,” Risley says.

AP automation technologies include workflow and capture. Mobile can also play a role in AP, Risley says, allowing employees to approve forms away from their computer in a BYOD environment.

Automation can have many benefits. Employees can be freed from tedious jobs, such as data entry, to focus on higher value tasks. Automation can help eliminate back logs and lead to fewer late payments.

But few organizations have fully automated their systems.

Less than 10 percent of organizations are highly automated, according to the Institute of Financial Operations 2014 AP Automation Study, meaning they receive less than 10 percent of their invoices on paper. Alternatively, almost 30 percent of organizations say that paper represents more than 90 percent of their invoices.

Analytics can help bring an executive on board to an AP automation project, Risley says. Showing the granular details can help increase the chances a project will be improved.

To learn more about the benefits of analytics and AP automation, watch our webinar.

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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.

Enterprise Content Management Industry Roundup: Nov. 21, 2014

November 21, 2014

 

A pair of hands on a computer is next to a magnifying glass icon and test that reads "Search Challenges and Solutions."

The challenges and solutions of internal search made news in the industry this week.

What’s new in the industry this week:

1. A majority of information professionals surveyed by AIIM said it is difficult to get internal information through a mobile device. Read more insights from the survey about internal search capabilities and see tips to improve search.

2. Today’s CIO needs natural leadership and agility, GE Capital International Kevin Griffin says. See what else the executive has to say about the future of the position in an interview with CIO.com.

3. AIIM President John Mancini notes that there is a lot of untapped potential to improve processes when it comes to paper use. See some tips from AIIM’s research on paper on how to change paper processes.

4. Put boundaries on what information needs to be captured when thinking about scanning documents. Read seven tips for adopting document imaging technology.

What’s new with FileBound:

We welcomed Solution Q to the Upland Software family on Friday. Our parent company is growing its enterprise work management solutions by adding Eclipse PPM. It is Upland Software’s seventh acquisition in three years.

Don’t miss these upcoming events:

Registration is now open for the second annual Upland User Conference! The FileBound team will be there in Lake Buena Vista, Florida, at Disney’s Beach and Yacht Club with the rest of the Upland Software family from April 27-April 30, 2015.

The Building Blocks of Document Management: Management

April 2, 2014
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Document management is more than just scanning and storing files in a digital folder.

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. 

Management

Some people are under the impression that scanning or capturing documents and storing them all in a folder on a hard drive is document management. The presumption is that because these documents are now on a computer they are easy to find. Thus the search for a solution centers around a scanner and a big hard drive. Putting documents into your computer is not all there is to document management, In fact, it is only where document management begins.

No one person uses the same naming convention for files and folders, a problem compounded by the involvement of more people in the process. So how can the right person find the right document at the right time? That’s the job of the document management software. It organizes documents, folders, security, transaction logs, customers, cases, exceptions and the business process associated with all of the above.

The software manages all of the naming conventions and will typically not allow individual users to have any access to that without administration rights. That means nothing can be accidentally or deliberately renamed, deleted, modified, moved or in any way altered. The entire life cycle of all documents, and the processing activities related to those documents is managed by the document management solution. With the right kind of document management software, accessing the document workload is as simple as logging in and finding your work neatly organized on your virtual desktop.

The software to perform this kind of organization is generally marketed as a set of modules that, in the hands of a skilled solution provider, can be put together and customized for the business process at hand. Naturally there is a great deal of application flexibility that can be accommodated with this approach, but it also begs the question of whether that level of complexity or features is truly needed. A general purpose document management software platform can be customized for any business process including finance. Usually that involves programming time, consulting time, testing, and a lengthy implementation cycle. Other software newly on the market is specifically designed to accommodate the needs of certain business processes like finance and accounts payable, and comes pre-configured for the job. With this software, customization (should it even be required) can be accomplished in a very short period of time.

Document Management Industry Roundup: March 28, 2014

March 28, 2014
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FileBound’s 2014 Partner Conference will be held in Ft. Lauderdale in one month. Are you ready for Fascinate ’14?

This week’s important resources:

1. Implementing a BYOD program in your organization will inevitably create a lot of additional work for your IT department. Avoid overloading them by following these guidelines. http://tek.io/1fS06Uu

2. Be careful opening any Word documents with an .rtf extension. Microsoft issued an emergency statement Monday announcing that the program had been hacked. http://read.bi/1rvSACh

3. Today is the last day to register for FileBound’s 2014 Partner Conference. The conference will be held April 27-30 in Ft. Lauderdale. What are you most looking forward to learning at “Fascinate ’14?”

4.  Microsoft finally unveiled its Office for iPad this morning. Learn more about the suite and its tablet features. http://usat.ly/O0fEJs 

5.  Twitter’s recently launched uploading and tagging features will likely prove convenient for users, and highly beneficial for businesses, including our resellers looking to compare or promote products. http://cnn.it/1jf2Mvk

In case you missed our latest blog:

Capturing is one of the three main building blocks of a functional document management system. Read more about the importance of document capturing on our blog. http://bit.ly/1hYPX5i

 

The Building Blocks of Document Management: Capture

March 26, 2014
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Capturing is the first step in the document management process, which allows documents to be transferred electronically to a computer system.

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. 

Capture

So the “capture” component of the document management solution, for example, might require a very simple scanner with simple software to capture documents if your requirements are to process a dozen or so documents in the course of a half hour. However, if your needs are to process hundreds of pages in an hour then the hardware and software needed is considerably greater, but also readily available. The mistake would be to think that all scanners and scanning software do the same thing.

Scanners are available in a wide variety of models depending on the types of documents one needs to scan. Those requirements can vary by type of paper, paper size, non-paper like credit or ID cards, thickness of paper, need to capture color and whether you need information from both sides of the document. The ability to handle all kinds of paper differentiates many available scanner models.

The next critical differentiator for scanners is the number of documents that must be scanned within a peak timeframe. All scanners are rated using a speed measurement called Pages Per Minute (PPM). PPM is the amount of paper that can pass through the scanner in a minute. If the scanner can capture both sides of a single sheet of paper the speed measurement is called Images Per Minute (IPM).

Scanners are mechanical devices and typically do not contain the software that makes them operate. Scanning software is either provided by the “management software” vendor, or if needed, a wide variety of specialized capture software is available from numerous third parties. This software is capable of working with virtually every scanner on the market. Your needs for software are determined by such requirements as being able to collate (sort and organize) documents after they have been scanned, scanning many different types of documents, or extracting data from the document after it has been scanned.

Turbomeca USA

October 10, 2012
Turbomeca USA, Inc. is a manufacturing facility that provides maintenance, overhauls, repairs and training solutions for engines, modules and accessories. In addition, the company assembles, tests and sells new engines and serves as a factory authorized TurboSupport system providing light and deep maintenance, as well as designated parts replacement. Founded in 1980, Turbomeca USA is the U.S. operating site of Turbomeca, S.A. – the largest solely dedicated helicopter engine manufacturer in the world – and a subsidiary of SAFRAN USA, Inc. Turbomeca USA was the first of 15 global sites within the Turbomeca network.

Turbomeca USA installed and trained employees on its FileBound On-Demand solution in just one week. Efficiency is now improved in all departments.

The Problem

Turbomeca USA’s internally developed imaging system was not meeting the growing company’s needs. There was no real security for sensitive documents, a large backlog of information needing to be entered in the system and a part-time employee handling all the scanning, which was not always done in a consistent way. Considering that among the documents were critically important engine manuals that, if lost, would cost the company hundreds of thousands of dollars to replace, the situation was serious.

Information access was another area that required attention. The company lacked the ability to have multiple employees accessing a document at one time. Document distribution was a cumbersome process that was difficult to handle electronically. The company also wanted to decrease the amount of time it took to locate and retrieve documents from the system.

Since the company had experienced significant growth since coming to the United States, it was important to find a solution that was scalable so it would grow as the company expanded and added employees.

The Solution

Turbomeca USA replaced its old ineffective manual document scanning system with a FileBound® On-SiteTM license solution. FileBound’s solution required one week to install and train staff and has now improved the company’s efficiency throughout all departments.

FileBound Results

Critically important manuals that must be easily accessible to staff but also kept totally secure are now conveniently available through FileBound. With the installation of FileBound, the company gained a central repository for all its documents that is fully protected from disaster and loss. In addition, employees can now easily store, locate, retrieve and circulate documents, saving hours previously spent when the company’s ineffective system was in place. Multiple users can review a document at one time, leading to greater efficiency and streamlined business processes. Best of all, as the company expands, the scalable FileBound solution can grow right along with it to meet changing needs.

“We want to be a company that’s easy to do business with, and we really have found that true with FileBound.”

August 22, 2012

Hear from Select Imaging’s Matt Neuerburg on why FileBound is the perfect fit.

Department of Social Services, Columbia County, New York

August 8, 2012

In Columbia County, the Department of Social Services works on behalf of the over 63,000 people who call Columbia County home. Its responsibility includes tracking and documenting child welfare, family support and child support cases as well as prosecuting offenses. 

Columbia County, New York, used FileBound to create a professional way to do business in its Department of Social Services. 

 The Problem

For the Department of Social Services, the confidentiality of files and the validity of photographic evidence are crucial in handling their cases. The manila folder and physical filing system they used had become inefficient, lacked security and left the validity of some photos open for questioning.

Getting access to photographic evidence and case documents was also time-consuming. It meant going to the appropriate office, finding the right case worker, searching for the correct file, borrowing the documents and then storing the file again. Only one person could work with a file at a time. Additionally, the filing cabinets were accessible to practically anyone in the department which meant a high potential for compromised photos or investigative reports.

The Solution

DSS Attorney Christopher Muller says that the opportunity to implement FileBound “fell into our lap when the county clerk’s office contacted us to take on a pilot program with the software they were using.”

Explains Muller, “FileBound has an ease of implementation and training we haven’t seen in other systems. The software is easy for my staff to use and the schedule for updates is certainly manageable. The support is awesome and the training was ridiculously easy.”

The Department of Social Services scans documents into FileBound on daily basis and uses it for searching and retrieveing foster care and child care cases. Photographic evidence goes straight from the camera into FileBound, eliminating the risk of compromise or loss.

The Results

Christopher Muller adds, “We needed a place to securely store all of the photographic evidence we gather as part of our investigations. The evidence is used in court and FileBound allows us to testify to the photo’s validity while maintaining the confidentiality of the witnesses.”

With FileBound, photos are no longer lying around on a desk; they’re easily searched, can be accessed by multiple attorneys, properly authenticated for court and the system meets state confidentiality requirements. Access is 24/7, saving time and frustration for the attorneys and case workers.

“The best way to put it is FileBound gives us a professional way of doing business,” says Muller. “Yes, we satisfy the confidence requirements and save time in calling up photos, but FileBound give us the ability to be organized. We’re efficient and streamlined—it gives us the professionalism we were looking for in how we want to do business.”

Mooresville Consolidated School Corporation

May 23, 2012
Mooresville Consolidated School Corporation (MCSC) is located in Morgan County, Indiana, and consists of one high school (grades 9-12), one middle school (grades 7-8), and five elementary schools (grades K-6). They have 305 certified and 125 non-certified staff members. More than 4,350 students attend Mooresville schools. The district includes residents of Brown, Harrison, and Madison Townships in Morgan County, Indiana. 

The Mooresville Consolidated School Corporation installed FileBound in a matter of days and on a budget. 

The Problem

While working with MCSC it was determined that they needed a more cost effective way to file, search, and transfer school records to colleges and universities. They also identified a need for a better disaster recovery plan for all of their school records from 1960 to present.

The Solution

It was determined that a FileBound document management solution would not only meet their needs but was also at a price point that they could afford. This new solution automates the way they manage and protect their school transcripts, human resource files, and other records within the organization. FileBound allows them to securely access and share transcripts with outside requestors in a much more efficient way.

FileBound was installed and all the staff training completed in a matter of a few days and on budget.

As stated by Chuck Muston, Principal of Mooresville High School, “FileBound has made our school a better place to work and learn. It has given us the opportunity to organize our data and access desired information with ease.”

FileBound Results

According to MCSC, they realized a $55,000 savings by purchasing FileBound compared to other solutions that they considered. They also estimate a savings of $1,000 per week for hourly employee costs. MCSC also saved approximately $3,000 in filing cabinets, labels, hard copy records, and other storage materials. The bottom line is that this system saved MCSC both time and money and resulted in a more efficient running organization.