For Capture to Archive You Need Document Capture & Document Management Software
Having spoken to many North American industry leaders about their time intensive paper based manual business processes, I’ve concluded that “Capture to Archive” is the only way to keep up with rapidly increasing volumes of information that is spread across paper and electronic formats between different applications, stored in different locations, hidden within network directories, strewn through various e-mails or isolated on a particular workstation. Investing in integrated “Document Capture Software to Document Management Solution” is the first step toward creating easily accessible digital archives of personnel files, contracts and agreements, vendor and customer data, back-office documents (travel expense documents, invoices, orders), and more. Capture to Archive integration is a strategy whose goal is to synchronize information technology (IT) and business processes and objectives and align technology with business strategy and goals. The need to co-exist in an integrated manner is essential to proper records management. From capture to disposition, the information eco-system must work in harmony, supporting the regulatory and business requirements of the organization as well as the operational processes. Efficient document management results from competent document capture and a subsequent two-way communication between the capture software and the target system.
To successfully drive your business, you need technology that can capture documents and automatically understand their full meaning, without having to retype everything in manually. When you understand the meaning held within a document, you can take the appropriate action based on that intelligence. For instance, if you can identify an incoming document as an invoice, you can direct it to a certain department or queue for processing, or send an alert to a particular employee. But without this capability, you could face delays resulting from the need for manual intervention. We work closely with Business and IT specialists at the onset of Document Process Automation projects to identify the first manual touch point and consider that as the best place for capture to get information into the system and trigger the workflow. During most of our discovery discussions, we focus on companies existing manual paper process, where and how the information enters inside the organization, how the information moves within the workflow and exits the process, when and how people gets involved in the process, and how they interact with the information.
Once we identify to capture information at the first manual touch-point and ensure the information is accurate to trigger the appropriate workflows, and is made immediately available to those authorized to access it. From there, we look for ways to automate the capture process using recognition technologies to categorize the captured information and apply the appropriate metadata, storage, security, and other applicable characteristics for the organization. By capturing data from specific document fields, or the entire document, the service can also provide automated data distribution directly to your business applications and perform customized process triggers to automate additional manual tasks. The capture element must be tightly integrated and considered an integral part of the information eco-system, designed to capture, identify, categorize, manage, and trigger appropriate workflows within the organization, and even to external parties who are authorized and have a need to know. Though the model of one system for all is still there, the reality is that the capture process becomes the focal point, directing captured information from many sources, to many departments and inter agency repositories.
Our document process automation solution is an integrated information eco-system where systems coexist and are connected in a way that users can capture, manage and access the information they need, when they need it, using simplified interfaces and applications. We look at document process automation as an information flow from end-to-end, not segmented or departmental, but cross-departmental. We provide an integrated solution of docAlpha solution (data capture) and MaxxVault (Enterprise Content Management) to provide a unified platform for information governance. Our ECM software collects and secures all content and data intelligently—extracting, organizing and sharing information with the people, business systems and processes that need it most. With content capture, data capture, data extraction and electronic repository of meta-data and images enables you to control the entire life cycle of documents, video and other forms of content—whether they reside on premises or in the cloud—while protecting and keeping you in compliance with the latest rules and regulations.
Business processes rely on the accurate transfer of information. A streamlined document archiving strategy combined with data capture forms the first line of defense against filing errors, labor-intensive information access, and the threat of paper overtaking your workspace. No matter the structure or format of your documents, Connectis document capture Solution (docAlpha) automatically scans, pulls files from hot folders, classifies, and indexes the documents, preparing them for entry into the MaxxVault document archiving system. docAlpha integrates with MaxxVault, so that content meta-data and image files captured from doc Alpha are passed to MaxxVault at the export process. Piles of paper and files are converted into searchable data fields that integrates information, people and processes.At the conclusion of the project, you would have a single, enterprise class MaxxVault document management system with docAlpha at its front end to capture the raw document data. Unlike other document management software which is built to address only one specific department or process (e.g. AP, HR, Legal), MaxxVault is very scalability, secure and easy to use that can be used by multiple departments within the enterprise and can automate just about any business process.
Today, Connectis provides a complete combination of software solutions that enable you to automate your important business processes in the field of finance and accounting: automation of invoice processing and accounting providers, accounting customers, purchase payment, the order-to-cash, and all intermediate processes and many others. It’s easier for your company to work with a single vendor that provides end to end services and technical solutions including the scanning, capture and archive / search tools needed to automate complex document processes – from beginning to end.
Customized Capture to Archive solutions are available for medium to large organizations with an emphasis on industries including, healthcare, manufacturing, distribution, financial services, energy and natural resources, retail, food and beverage, and state and local government.