Posts Tagged ‘scanning’

Enterprise Content Management Industry Roundup: October 3, 2014

October 3, 2014
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Cloud technology is increasing mobility and possibly even safety.

What’s new in the industry this week:

  1. Cloud technology is driving change in vehicles. Learn how cloud technology could improve convenience and safety on the road in the new age of the connected car.
  1. Better data management and improved mobile cameras are two image capture trends expected to grow in the document management industry. Learn how the image capture market is transforming the workplace.
  1. Just as there is no such thing as a free puppy, there is no such thing as free scanning capability. Read how licensing and workflow issues from the wrong scanning software complicate your enterprise content management system.
  1. Mobile malware is a small but growing threat. Learn how enterprise and consumers can protect themselves.

What’s new with FileBound:

St. Bernard Hospital in Chicago turned to FileBound to help guarantee confidentiality and reduce paper in its human resources system. Read about how the hospital benefited from transitioning to the cloud.

Recently, Upland Software’s FileBound was named in the Gartner Magic Quadrant for Enterprise Content Management (ECM) 2014. Published by Gartner, Inc., the leading information technology research and advisory company, the Magic Quadrant helps decision makers develop their ECM strategies to assess whether they have the right products and enterprise platforms to support them.

Don’t miss these upcoming events:

FileBound is sponsoring an AIIM Australasia webinar on October 22 on how a process-centric approach to enterprise content management can benefit businesses. Pay attention during the webinar and you could win $100! Register for the webinar here.

Don’t miss us at the IOFM AP Conference West October 26-28 in Las Vegas, Nevada! Attend and learn how FileBound can revolutionize invoice processing. Learn more here.

Mark your calendars for April 27-30, 2015, and attend the second annual Upland User Conference! 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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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.

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.

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!

FileBound Testimonial — OnCourse

January 8, 2014

“[FileBound] helps us provide a full solution to our clients.” – Brian Sewart, OnCourse