Posts Tagged ‘cost’

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.

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Document Management Industry Roundup: January 24, 2014

January 24, 2014
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This week brought a lot of cloud computing news — see what’s new with the cloud in our industry roundup.

This week’s important resources:

1. We’re proud to see that our headquarters are in Lincoln, NE — the 31st smartest city in the US! http://bit.ly/LJAcpn

2. If you’re moving to the cloud, make sure you know what information to ask for before making the decision. Our Director of Marketing, Jackie Risley, will be part of a webinar discussing the cloud on February 12. Click on the link for more information or to register. http://bit.ly/1mBkHgS

3. Going paperless in 2014 could help your company save on paper costs, but it can also save time and energy, especially when it comes to losing valuable documents. Here are five reasons to go paperless this year. http://huff.to/1aJuKvi

4. While Cloud technology is still developing, it’s quickly shifting from a new tool to a new standard in businesses everywhere. http://onforb.es/1c7FR2h

In case you missed our latest blog:

Many city governments have files dating back over one hundred years. Without a document management solution in place, sorting through papers can seem like a lost cause. FileBound helped the city of Niles, Ohio get their information organized efficiently. http://bit.ly/1joJZig

Clear Cost Model Allows Easy ROI Calculations

January 15, 2014
Business today is desperately trying to engineer cost out of the business...

Business today is desperately trying to engineer cost out of the business…

Return on Investment (ROI) is at the heart of every significant business decision. In the simplest of terms it is a measure of what you get for what you give. Research by Ohio State University found that 4 out of 5 buyers seek “value” before price. In other words, most people will give more to get more.

“Value” includes Quality, Flexibility of the offering, and Availability all as a function of Price. “Quality” means the product delivers what is required (or wanted) and does what is promised. Economists call this the “Law of Marginal Utility.” For the rest of us, it means what blows your hair back won’t necessarily interest the next guy. When we talk about ROI, we have to keep it in the context of what is important to the buyer.

What are businesses requiring today? First, they want more customers and more sales. That is pretty well true no matter what the economic conditions are. Beyond that, however, is that business today is desperately seeking ways to engineer cost out of the business. Most of the improved earnings reports are the result of cost reductions. And while cost reduction began as a way to respond to the recession, evidence suggests that it is quickly becoming a permanent part of business culture.

With a paper-based invoice processing system the company incurs a significant “cost” in handling paper, but it is difficult to quantify the short-run cash savings. Creating a long-run “saving” by installing imaging, for example, doesn’t add value if I still have the floor space, the employees and all my other out-of-pocket expenses. The value may be intrinsic, but few businesses are investing today based upon intangible value. The CFO will say “Show me the money!”

FileBound offers a rare opportunity to eliminate work at a value-based price. A major task in the AP department is entering data from paper invoices into the Accounting System. Typical information entered is a vendor name, purchase order number, invoice number, payment due date and general ledger account code (s) and total due. Because this information is normally put into the accounting system after all processing and approvals, other logging and data entry of the invoice typically takes place before the invoice is ready for entry to the accounting system.

With FileBound all of this changes. Invoices are scanned immediately upon arrival. The needed information is electronically picked up off the
invoice and captured eliminating data entry and other manual tasks to a fraction of the time normally required. Routing and review of invoices is all handled electronically, eliminating hand routing and handling of the invoices. Finally, the scanned information is automatically imported into the general ledger accounting system and invoices can be paid without further data entry.

Best of all, not only is the work more efficient, much of the original work (key entering data) is gone forever. This provides the opportunity to either repurpose staff to cash-producing work (such as AR collections and sales proposal follow-ups) or eliminate head count. Either way, the business gets cash returns for the investment.

Added benefits include improved accuracy and reduced mailing expense. Errors in data entry create extra work and cost. With FileBound, that problem is gone forever because the information is picked up electronically from the invoice. Invoices received at field offices are now scanned, eliminating mailing or courier expense.

High value for a low price with FileBound – an easy ROI!

Document Management Industry Roundup: December 20, 2013

December 20, 2013
Catch up on this week's industry news before the holiday week.

Prepare for the holiday break by catching up on this week’s industry news.

This week’s important resources:

1. Has a paperless office inspired you to go paperless at home as well? Here are some tips to help you get started. http://bit.ly/1c82uoe

2. What is your company’s reasoning for considering cloud adoption? If price is the only criteria, you may want to read this: http://zd.net/1bcv6GE

3. Take a look at how Filebound helped RhinoDox book it’s largest quarter ever with business process automation solutions. http://bit.ly/1fFBhIl

4. Now that the cloud is becoming a standard for many businesses, does your organization know how to take full advantage of it? Find out what 2014 holds in store for cloud computing. http://bit.ly/1cUM40Q

In case you missed our latest blog:

Find out how FileBound helped Furniture Row set up a better process for organizing employee records. http://bit.ly/1fF33ot

Maricopa County Sheriff’s Office

December 11, 2013
As the largest Sheriff's office in the country, having employee paperwork digitized helped the department stay efficient.

As the largest sheriff’s office in the country, digitized employee paperwork became a necessity for an effective hiring process.

The Maricopa County Sheriff’s Office is a fully integrated law enforcement agency committed to being the leader in establishing the standards for providing professional quality law enforcement, detention, and support services to the citizens of Maricopa County and to other criminal justice agencies. The Maricopa County Sheriff’s Office, headed by the famed Sheriff Joe Arpaio, is the most talked about and nationally recognized Sheriff’s Office in the country today.

The Problem

The Maricopa County Sheriff’s Office, the largest sheriff’s office in the country, desperately needed to streamline their employee hiring and screening process. Their current method was very complex and paper based, which made keeping track of important documents extremely difficult. Due to their lengthy hiring and screening process they were exhausting their labor budgets. They were constantly extending the timeframe needed to process applicant paperwork. The substantial amount of time that it was taking the human resources department to hire applicants for employment, resulted in excessive overtime expenses, costly mistakes, miss-filed paperwork, and duplicated efforts. With paper everywhere it was also difficult to remain compliant with existing privacy laws and regulations. It was painfully obvious; the Maricopa County Sheriff’s Office needed a document management solution, fast.

FileBound Results

FileBound has completely changed the way the Maricopa County Sheriff’s Office manages their paperwork. They no longer have piles of paperwork waiting to get processed, which allows them to get new employees up and running as a quick and easy process. FileBound is a versatile, highly scalable and feature rich document management solution. Due to its web-based structure it is highly customizable, which allows administrators to create a solution that meets all of their document management needs.

High-end Document Management for the Masses

September 12, 2013
Document management is a necessity, and FileBound allows an affordable high-end solution.

Document management is a necessity, and FileBound allows an affordable high-end solution.

“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 by Upland, 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.

Clerk’s Office: Columbia County, New York

August 14, 2013

“We selected FileBound because of its functionality and cost. We liked the fact that it was customizable for each department—the DA, the county board, social services—they could all use FileBound.” – Holly Tanner, Country Clerk

Columbia County, New York, sits along the Hudson River with rolling hills extending to the Massachusetts state line. The county’s rich history includes the Martin van Buren Historic Site, home of the eighth president of the United States. Today, the county serves a population of over 63,000.

The Problem

The Clerk’s Office for Columbia County manages all records pertaining to county business. Like many offices, the number of files that required tracking and storage was straining space and staff time. Files were stored in boxes which were often moved off-site. Tracking both files and boxes meant a time-consuming system of double-filing and searches. The county wanted to go paperless and a flexible system capable of handling the document storage needs was essential. Another issue was staying within the limitations of the county budget.

The Solution

Thanks to referrals from clerks of the New York State Association of County Clerks, Columbia looked into FileBound for its cost and features. Holly Tanner, County Clerk of Columbia County, says, “We selected FileBound because of its functionality and cost. We liked the fact that it was customizable for each department—the DA, the county board, social services—they could all use FileBound.” IT Director Randy Wheeler adds, “The licensing makes it more affordable. We also paid attention to the testimonials of other customers regarding the ease-of-use.” Another plus was the training FileBound provided. Kim Dillon, Records Management Clerk, explains, “Rick Jones and Bruce Harper were very helpful in training me; training technically lasted a week but most of the stuff I would be using it for I learned in two days. And if I ever had any questions, I would look in the user’s guide, and if it wasn’t there, I would call Rick or Bruce. I always got a quick, timely response. They’re so helpful.”

FileBound Results

Integrating FileBound into the county processes is ongoing. The Department of Social Services is using it in handling foster care and child care services, scanning documents and using search and retrieve functions on a daily basis. Records Management uses it mainly for box and file tracking and indexing inactive records. “Everything is easier once it’s in FileBound,” reports Kim Dillon, “Finding it, checking it out. It saves me a lot of time.” The full potential of what FileBound can do for Columbia County is a work in progress as other departments come on board. Kim Dillon is excited, “I feel almost like I’m selling it to the other departments. It’s just so easy and I know it would help them out. I just bring in my laptop and show them they could use it to search, index, view, etc. They can see immediately how it could apply to their departments.”