Posts Tagged ‘FileBound Document Management Solution’

Document Management Industry Roundup: August 8, 2014

August 8, 2014
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Cloud is the future of the ECM industry, according to the latest report by our partner, AIIM.

What’s new in the industry this week:

1. Enterprise Content Management is often stereotyped as being complex, but involving the user community can make the ECM implementation process much smoother: http://bit.ly/1ok3g7z 

2. The future looks cloudy for the ECM industry. Learn what’s ahead for cloud technology in AIIM’s latest report: 

3. For some healthcare organizations, the cloud may be a safer data storage solution than some on-base alternatives: http://ubm.io/X7hfm4

4. Registration for AIIM’s 2015 Partner Conference is now open! Sign up here: 

What’s new with FileBound this week:

1. This week, the members of our FileBound team assisted with the Salvation Army’s Back to School Backpack Program, which provides thousands of children in need with essential school supplies every year. Thanks to the generous donations of our team that were also matched by Upland Software, we were able to purchase 102 backpacks for the cause. A big thank you to Upland and our FileBound staff for their contributions!

2. The FileBound team enjoyed a fun golf outing last Saturday! We split into five teams and competed in a scramble-style tournament for prizes. The day was a blast! We hope to see everyone on the course again next year.

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Don’t miss these upcoming events:

1. Our next Boot Camp will be held August 18-21. Learn more about all the new features of FileBound 7—from anywhere—in our online training course. Learn more and sign up here: http://bit.ly/1lkiELq

2. Our partner, AIIM, will be hosting its annual Round the Lake Dinner Cruise on Tuesday, August 12, from 6 p.m.-9:30 p.m. Both users and vendors are welcome to enjoy a leisurely ride around Lake Washington while socializing with partners, colleagues, and friends. We hope you can attend! http://bit.ly/AIIMcruise

3. The second annual Upland User Conference was announced this week! Mark your calendars for April 27-30, 2015. The FileBound team will be there in Lake Buena Vista, Fla., at Disney’s Beach and Yacht Club with the rest of the Upland Software family!

 

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How Document Management Benefits Accounts Payable: Performance Measures

February 12, 2014
Automated accounts payable systems not only streamline processes, but allow procedures to be monitored and modified.

Automated accounts payable systems not only streamline processes, but allow procedures to be monitored and modified.

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. 

Performance Measures

Automating accounts payable procedures, as mentioned earlier, reduces errors and controls the processes used by staff to process invoices and make timely payments to vendors. Designing workflows on an EDM system involves taking a close look at the processes used in the organization and making an ‘electronic replica’ of those procedures in the system. This introduces a two-fold benefit to the accounts payable operation.

First, the end result of building the electronic workflow is a graphical representation of the entire process from when a purchase order is made to the final release of the check. Management can review the process, discover bottlenecks or redundant steps in the procedure, and implement a new streamlined procedure that can be measured and modified at regular intervals. New steps can be added, current processes can be modified, and unnecessary steps can be eliminated.

The second benefit is the workflow will introduce quantifiable metrics for both line staff and for vendors that can be used for performance evaluations.

Document Management Industry Roundup: February 7, 2014

February 7, 2014
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Cloud computing and mobile capabilities in companies could be the way of the future according to this week’s biggest industry news stories.

This week’s important resources:

1. About 41 percent of workers today use a personal device for work purposes. Could this statistic change the way some companies hire future employees? http://tnw.co/1kG3h0J

2. Microsoft cloud executive, Satya Nadella, has been named the company’s new CEO. http://usat.ly/1c02FNz

3. The increase in BYOD programs is likely to cause a stronger need for mobile security. It’s predicted that by 2016, 25 percent more organizations will take advantage of biometric authentication. http://bit.ly/1kTnosv

4. Microsoft’s new CEO, Satya Nadella, is a former cloud executive for the company and plans to make Microsoft’s future focus cloud and mobile technology. http://abcn.ws/1c3KcQr

5. Could planning only for the quarter instead of the full year increase your productivity? Some think so. Here are a few ways you can achieve higher goals in a shorter period. http://bit.ly/1atdmNI

In case you missed our latest blog:

An automated accounts payable system can recognize and reduce errors in documents, improving efficiency and accuracy. http://bit.ly/1gNksiN

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.

Upland Software Names New Director of Marketing for FileBound Product Line

November 21, 2013

Jackie Risley brings extensive marketing and channel experience in Enterprise Content Management (ECM) to leading document management and workflow automation solution

 

Austin, TX, November, 2013 – Upland Software, the largest cloud provider of enterprise project, portfolio, and work management solutions, today announced the appointment of Jackie Risley as Director of Marketing for its FileBound product line. FileBound is the leading solution for document management and workflow automation. In her new role, Ms. Risley will be responsible for all aspects of marketing for the FileBound brand and contribute to overall marketing effectiveness at Upland.

“Our success rests squarely upon the continued growth of the individual, best-of-breed applications that make up the Upland family of products,” commented Matthew Barnett, Vice President of Marketing for Upland Software. “With her background, skills, and deep industry experience, Jackie will play a pivotal role in helping take FileBound’s marketing and demand generation to a new level. We are excited to welcome her to the team.”

Ms. Risley has more than a decade of experience in the ECM industry and B2B software marketing and product management, as well as in working with channel partners.  Prior to joining FileBound, Ms. Risley was Director of Product Marketing at ABBYY Software, where she was responsible for developing and executing sales and marketing strategy for ABBYY’s data capture business unit in the United States, Canada, and Mexico. She also spent eight years at Hyland Software in various marketing, consulting and product positions. A certified Enterprise Content Management Practitioner (ECMP), Ms. Risley is an AIIM (Association for Information and Image Management) International Professional Member and a member of the Silicon Valley Product Management Association.

“This is an exciting time to join FileBound,” Ms. Risley said. “FileBound’s latest cloud-based and mobile automation solutions meet a real need the ECM market, and FileBound’s role as part of Upland creates powerful opportunities to reach new audiences.”

 

 

About FileBound

FileBound provides cloud-based business process automation and document management solutions that improve the operation of any organization by connecting users with the information they need to work more efficiently and effectively. With FileBound, customers can build automated workflow processes and centrally manage documents to improve compliance, collaboration, and access to information. FileBound solutions can be deployed locally or as a cloud-based service, and have been implemented by organizations of all sizes around the world. FileBound is part of the Upland Software family of cloud-based project, portfolio, and work management applications, and shares Upland’s commitment a customer-centric approach to innovation, excellence and solutions that deliver measurable results. For more information, visit www.filebound.com.

About Upland Software

Upland is the world’s largest cloud provider of enterprise software for project, portfolio and work management. Upland is the only cloud software provider that offers a comprehensive family of applications that enable organizations to align their goals, projects and programs, optimize their resource utilization and workflows, and empower teams to collaborate and work effectively. From strategic planning to work execution, Upland drives business results for more than 1,200 enterprise clients with 300,000 active users in 50 plus countries. Visit www.uplandsoftware.com for more information.

United Property & Casualty Insurance

July 17, 2013

 

With an increase in hurricanes, United's filing cabinets were filling up quickly - something they realized was an unsustainable practice.

With an increase in Florida hurricanes, United’s filing cabinets were filling up quickly – something they realized was an unsustainable practice.

United Property & Casualty Insurance Company (“United”) is a Florida domiciled Property & Casualty Stock Insurance company located in St. Petersburg, Florida. United is a wholly owned subsidiary of United Insurance Holdings, L.C. whose stockholders are primarily from St. Petersburg and Ocala, Florida. United has received a Financial Stability Rating of “A Prime” (Exceptional Financial Stability) by Demotech, Inc., a highly respected rating organization. This rating is recognized by federal mortgage backed loan programs such as HUD, Fannie Mae and FHA.

The Problem

Florida took a record-breaking hit during the 2004 Atlantic hurricane season. Hurricane Jeanne became the fourth in a series of powerful hurricanes to slam into Florida. With peak winds of 120 miles an hour Jeanne hit at almost the exact spot where Hurricane Frances came ashore only three weeks prior. For a company like United, who in addition to offering Homeowners and Dwelling Fire products is a Write Your Own Flood Carrier, the hurricanes caused an unexpected serge in paper work and storage. Even before the hurricanes of 2004 hit it was becoming obvious that United needed to migrate towards a more paperless environment. Earlier in 2004 United forecasted that they would grow the system by 20 four drawer file cabinets per year, however, due to the hurricanes hitting their region, their paper volume increased by 225 full cabinets! With the fear of being buried in paper forever, United realized they needed a content management solution.

The Solution

Shortly after the hurricanes of 2004 United got in touch with a representative from Index Datafiles (formerly KenMar Imaging). United presented their problem as well as the urgency of a quick and practical solution. Index Datafiles seized the opportunity and offered FileBound as the solution. FileBound instantly proved to be a perfect fit for United. Mel Russell, Sr. Vice President of United, expresses his appreciation by stating, “If we hadn’t purchased our FileBound system this year when the four hurricanes hit the area, we would have truly been buried in paper and we would have had to look for more office space.”

FileBound Results

FileBound has completely changed the way United manages their documents. They no longer have overcrowded file rooms or boxes of paper. Document storage and retrieval can be done while sitting right at your desk. Even more importantly, all of their paperwork is now backed up on a regular basis and saved off-site, so that they themselves are prepared for any disaster that may strike. The efficiency and security of FileBound allows United to maintain their fundamental values of responsiveness, stability, and innovation, even in the face of a natural disaster.

Excuse #6 For Not Adopting Document Management: “It’s easier to just get everyone together in person.”

April 17, 2013
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Gathering everyone for a meeting can drain your resources time-wise and financially.

Excuse:

If my staff needs to work together on a project, we find it more productive to send everybody a draft in advance and then have everyone fly in for a few days and sit together with all of the different versions and just hammer out the details. Plus everyone likes staying in hotels and having nice dinners.

Reality:

Sure they do! But since when is it your job to dole out working vacations? Plus, people’s schedules and workloads grow more taxing with each new economic report, so there’s really nothing “easy” about arranging for people to be in one place at one time – especially since doing so takes them away from their regular responsibilities and only makes their problems worse. And with airlines charging extra for everything from checked baggage to snack food, it’s hardly cost-effective to “have everybody fly in” anyway.

Electronic document technology makes it as easy to leverage talent around the globe as around the company, all without disrupting your workforce. Thanks to collaborative authoring tools, new delivery channels (Web, email, texting, etc,), and online meeting places (e.g., social networks, Webinars), people can work effectively together to create, access, and discuss materials of all kinds – without being derailed by the logistics of travel or the asynchronicity of time zones.

Getting everybody together at the same place and time quickly is becoming as quaint a notion as meeting for afternoon tea. It can be done, but in these hurried times may require more effort than it is worth. So why not avail yourself of the more efficient alternatives?

Document Management Industry Roundup: April 5, 2013

April 5, 2013
Bust week? Catch up on the latest news with our industry roundup.

Busy week? Catch up on the latest news with our industry roundup.

This week’s important resources:

While creating archives of content, how do you decide what should and shouldn’t be digitized?

A paperless future is eminent, but knowing what potential roadblocks exist can help your business be prepared.

Can BYOD make employees more productive? Almost 3/4 of IT leaders think so. Find out more BYOD stats here.

Have you started to utilize BPM to improve customer experience?

In case you missed our latest blog:

After partnering with FileBound, Innovative Medical Management grew its client base 50%. Find out how.

Innovative Medical Management, Inc.

April 3, 2013
After partnering with FileBound, Innovative Medical Management grew its client base 50%.

After partnering with FileBound, Innovative Medical Management grew its client base 50%.

Founded in 1994 by President and CEO Bassel Salloum, Innovative Medical Management, Inc. provides billing and collecting services for medical providers seeking payment from Worker’s Compensation, Medicare, and private insurance companies. The Anaheim Hills, California company with more than 80 employees manages over $300,000,000 in accounts receivables and bills out on behalf of its clients over $4,000,000 per month in new charges.

The Problem

Innovative Medical Management’s (IMM) processes for billing their clients’ claims to Worker’s Compensation, Medicare and private insurance companies – or for having the court include the clients’ billing in a legal claim for payment – were paper intensive and slow. The system required employees to gather the medical records and billing information from IMM’s medical provider clients (by USPS, fax or email) and then make copies of all the information. Next, the employees had to send the information to the insurance provider or to the court. Ultimately, the medical record and billing information was sent to a collector for follow up until payment was received. Because there was so much paper involved in each case, it was easy for a file to be lost or misplaced. Employee capacity was low (one client per biller) because the process of providing documentation was labor intensive, hard copy focused and slow.

The Solution

With the help of the FileBound Document Management Solution, Innovative Medical Management was able to reconfigure its entire workflow to save time and labor. Now when hard copy files come in from medical providers, they are scanned and entered into the FileBound archive. When IMM billers are assigned a client, they electronically produce a billing statement for processing. Information is emailed and faxed directly from FileBound to the insurance companies and attorneys cutting out the time- onsuming file-copying step all along the workflow path.

FileBound Results

Innovative Medical Management’s billing capacity has doubled since the installation of FileBound in March 2010 and no new employees have been needed. The company has gone from having one employee handle one case to having each employee successfully manage multiple cases. Lost files have become a thing of the past because every document is housed securely in the FileBound archive. Since the arrival of FileBound, IMM bills insurance faster and collects quicker, which means extremely satisfied clients. Consequently, IMM’s client base has grown by 50 percent.

American Society of Agronomy

March 20, 2013
FileBound's has document management down to a science, something these scientists needed to manage their 30,000 documents.

FileBound has document management down to a science, something this group of scientists needed to manage their 350,000+ documents.

The American Society of Agronomy (ASA) is a prominent international scientific society headquartered in Madison, Wisconsin. Since its inception, ASA has continued to evolve, modifying its educational offerings to support the changing needs of its members. Today, ASA is seen as a progressive scientific society meeting the needs of its members through publications, recognition and awards, placement service, certification programs, meetings, and student activities. Society members are dedicated to the conservation and wise use of natural resources to produce food, feed, and fiber crops while maintaining and improving the environment.

The Problem

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

FThe 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 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

TDocument 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. The switch has saved ASA time, money and valuable office space.