Posts Tagged ‘document organizing’

The Power of FileBound Touch

June 18, 2014

FileBound Touch is the perfect solution for the on-the-go user. Submit and approve expense reports while traveling, and access your most important documents from anywhere. See what else you can do with FileBound Touch, no matter where you are.

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Case Study: ASA

May 14, 2014
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FileBound was able to help the ASA manage more than 350,000 documents on a tight budget.

ASA sought a solution to manage the 350,000 plus documents associated with their membership files, both active and inactive. These files contain membership applications, annual renewals, continuing education documents, and professional certifications. This paper-based filing process was labor intensive and created challenges when responding to the needs of both Society members and employees. In addition, it was becoming difficult finding space to store the growing number of files.

The Solution

The Priton Group (TPG) worked with ASA to develop a document imaging solution to meet the goals of the Society. The system not only had to provide an easy means for scanning, storing and retrieving information, but it also had to fit within their budget. Ultimately, they selected FileBound® Express™. FileBound Express is an appliance based document management system that simply attaches to the network to provide an instant document management solution. To create a complete solution, ASA wanted to scan all of its back file member files into the system. However, the thought of indexing 350,000 pages was overwhelming. TPG designed a scan process using bar-coded sheets containing all index information. These sheets were automatically created using information from an existing database. As a result, ASA was able to scan and automatically process the documents without the need to manually index the pages.

FileBound Results

Document access has been greatly enhanced and FileBound’s feature-rich security module secures access to information. All membership data and images are backed up to their network, ensuring the information will always be available. FileBound has saved us time, money and valuable office space.

High-End Document Management for the Masses

May 7, 2014
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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
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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
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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: 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.

How Document Management Benefits Accounts Payable: Evaluating Staff

February 19, 2014
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Not only does EDM software help to streamline workflow, but it can also help monitor processes among staff members.

Document management software saves time and money by automating labor intensive business processes for accounting and finance departments. In addition to the significant savings that can be realized, there are other significant advantages associated with accounts payable automation, among them improved vendor and supplier management, enhanced employee performance review capabilities, and more efficient transaction verification and audit control. When properly deployed, document management can result in a better, faster and cheaper accounts payable (AP) process. 

Evaluating Staff

Leveraging EDM for workflow, as with anything run through a computer application, produces a What You See is What You Get (WYSIWYG) result. Step one leads to step two, and one cannot jump to step five without first completing all prior steps. Each step that involves personnel performing a function, therefore, becomes a place where performance metrics can be implemented.

For example, at the three-way match step of invoice processing each staff member involved in this process can be monitored against the workflow process. If receipts of delivery are not submitted in a timely manner, the three-way match is delayed, and the person responsible for not entering the information can be easily identified. Top performers, as well as under-performers, are identified by reports produced by the automation software.

How Document Management Benefits Accounts Payable: Fewer Errors

February 5, 2014
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An automated accounts payable system can recognize and reduce errors in documents, improving efficiency and accuracy.

Document management software saves time and money by automating labor intensive business processes for accounting and finance departments. In addition to the significant savings that can be realized, there are other significant advantages associated with accounts payable automation, among them improved vendor and supplier management, enhanced employee performance review capabilities, and more efficient transaction verification and audit control. When properly deployed, document management can result in a better, faster and cheaper accounts payable (AP) process. 

Fewer Errors

Error correction and improved exception handling are two significant advantages gained when running accounts payable through an automated process. Discrepancies are caught early because all documents can be compared as soon as they are in the system. The electronic document trail leads not only to the party responsible for the document in question, but also to who is the proper authority to validate the correction and approve any changes. The result is that the correct documentation goes to the correct personnel at the correct time automatically.

Utilizing electronic process workflow eliminates time wasted by variations of procedures. Workflows are configured through the document management system and are not subject to staff interpretation. This leads to a consistent process where every set of invoices is handled in the exact same way. The same holds true for exception handling. Standard exceptions, for example dollar amounts that need approval from management, receipt of deliveries with backorders or damaged goods, can be routed automatically to the manager or staff member responsible for resolving the issue. This eliminates the need to find ‘the right person’ to solve each conflict and results in a rapid and reliable resolution procedure. Payments can still be made within the vendor discount window even when a problem or exception arises.

The key to reducing errors and expediting workflow for accounts payable through EDM is by capitalizing on proper indexing. Indexing identifies each document by recording only the necessary data needed for matching and procedural purposes. In the case of accounts payable, that may mean invoice numbers, vendor names, dates, amounts, etc. Modern EDM systems can do most of this automatically, resulting in fewer user errors. Moreover, by leveraging proper indexing many manual steps in the AP process can be handled automatically allowing staff to focus on the critical aspects of the accounts payable function.

How Document Management Benefits Accounts Payable: Productivity Improvements

January 29, 2014
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If you’re looking to increase your value as an employee, find out how document management can streamline processes and improve performance. 

Document management software saves time and money by automating labor intensive business processes for accounting and finance departments. In addition to the significant savings that can be realized, there are other significant advantages associated with accounts payable automation, among them improved vendor and supplier management, enhanced employee performance review capabilities, and more efficient transaction verification and audit control. When properly deployed, document management can result in a better, faster and cheaper accounts payable (AP) process. 

Productivity Improvements

Shifting from the manual paper processes of accounts payable to an automated electronic document management alternative leads to several immediate productivity improvements. Invoices are processed more efficiently with fewer errors as each part of the process contains specific checks and balances and contains automatic exception handling for most errors. Error reduction leads to faster validation and quicker payment approval allowing the company to take advantage of early payment discounts. Plus, staff are processing payments and not rummaging through piles of paperwork.

Time savings is a major benefit of using an electronic solution. When front-end document capture is used to convert paper documents into electronic files, the result is the nearly instantaneous ability to track every aspect of an invoice, regardless of where the documents arrive. Even the most distributed procurement process can be handled in near real-time. Physical space in the office is also conserved as paper is digitized and stored on a server and not in file cabinets.

The implementation of electronic process management, sometimes called workflow, yields a consistent predictable process for how typical AP documents are handled and how document exceptions are managed. AP staff can spot discrepancies immediately and can automatically route the issue to the appropriate person for correction. This yields an additional benefit to management as workflow applications provide an overall view of the process that can be used to identify bottlenecks, streamline processes and evaluate employee performance. The workflow application can also be extended to monitor the overall performance of vendors.

Verona Area School District

October 23, 2013
With 1,234 students in the school system, a more efficient means of managing files was necessary.

After growing to over 4,600 students in the school district, a more efficient means of managing files was necessary.

Verona Area School District is the 36th largest school district in Wisconsin. It serves over 4,600 students with 1,093 faculty, staff and administration members. The district schools include a high school, two middle schools, two charter schools and four elementary schools.

The Problem

Significant growth led the Verona Area School District (ASD) to seek a document management solution to help with the storage and retrieval of paper documents. The initial application focused on the personnel files within human resources. Space was quickly becoming an issue with both current and historic personnel files taking up valuable office space. File integrity, security, confidentiality and compliance were all concerns of the department. Access to specific employee files was also a problem as principals routinely needed to retrieve employee files that were centrally stored at the district’s offices. With its filing cabinets overflowing with paper, the business office had a similar concern for space. Furthermore, the process used to copy check registers and attach them to supporting documentation was inefficient and wasteful. The district also needed a solution that integrated with their current school management system. Using an independent document management system protects their information, but also provides portability to work with other school management systems should the district decide to change solutions in the future.

The Solution

FileBound worked with Verona Area School District (ASD) to develop a document imaging solution to meet their current needs while incorporating the ability to grow and adapt to changing requirements. The solution included the ability to scan and index the back file of employee files while efficiently handling forward scanning. The FileBound® On-Demand™ Document Management Solution provides the flexibility they were looking for at a cost they could easily afford. Now that the back file has been successfully entered into the electronic repository, system retrievals require just seconds through the FileBound® On-Demand™ solution. Utilizing the index values established within the personnel files application, administrators in each school can access their employee files without seeing files from other schools. The system was also designed to limit access to specific document types within each employee file. This allows specific documents, such as drug tests, to be viewed by only the appropriate managers.

FileBound Results

One benefit of the new document management system is increased office space resulting from the elimination of the physical files. Efficiency gains through the ability of principals to access their own employee files have reduced the dependence of district personnel on manually retrieving and distributing information. The structure of the FileBound solution also allows the district to meet all state compliance requirements. The On-Demand model allowed VASD to deploy the system quickly and with very little involvement of the IT department. Integration with the district’s school management system allows users to access information directly from their core applications. Finally, the separation of their documents from their school management system creates an easy transition should the district ever decide to change solutions. The Verona ASD HR director commented, “Our FileBound Document Management Solution is so affordable; every school district needs to take a serious look at this technology.”