Our clients frequently state that it’s hard to keep up with all their paper-based and digital data – and it’s accelerating at an incredible rate. And we all know that this increased rate of paper and digital information shows no signs of abatement. Increased use of email, tweets, social media, voice, video, and other forms of electronic and paper content increase the challenge for employees to accurately and consistently capture and store this information in an Archival system to comply with company electronic record keeping polices – if in fact there is one.Many medium and large organizations are finding ways to eliminate paper and use Document Management Solutions for electronic record keeping – meaning that paper-based information must be captured, digitized and managed electronically. Add to this the need to capture emails, tweets, social media, voice, video, and other forms of electronic content – while applying the appropriate metadata – and the task seems daunting. The big question is how to organize digital files?
Last week I spoke with few organizations who’ve implemented Document Management system and are unsatisfied with the amount of manual meta-data indexing and classification needed at the front end to properly file the information at the right folder. Document Management users identify capture and categorization as the greatest burden, citing that proper indexing and document classification are essential for proper records management throughout the records life cycle. Two challenges presented here are the capture and management of all types of content, and the human factor. What to capture,when to capture, who will capture it and how will it be used are all factors in moving to an electronic records environment. At the conclusion of our meetings and discussions with the companies already owing Document Management system, we would reiterate that even with the use of records management applications which can automate or centralize most records management tasks, the tasks of capture and categorization often remain the responsibility of the end user, which Connectis Group could entirely automate the front end part of Document Management System and eliminate any human intervention and data entry using advanced OCR, Text Recognition and Document Classification. In our experience capture and categorization are the two most challenging tasks moving forward with electronic records. And if the burden is placed on the employee to accurately capture content, add appropriate meta-data, store it in the designated repository, and ensure all relevant characteristics – like security and access controls – have been applied, I would say you’re probably not meeting the mandates of Document Process Automation – which is to speed things up.
So how can companies address this challenge, get the benefits of automation, and ease the records management burden from the employees? Connectis Group provides an end to end automation in electronic document and records management system. Our Document Automation and Records Management includes a data capture solution (docAlpha) at the front end and Document Repository & Workflow solution (Vasion) at the back end. docAlpha data capture front end solution automates document sorting and classification, reducing or eliminating manual data entry, performing validation of data against business rules, dynamically routing documents for approval, and making sure business processes are followed to ensure compliance. Automating the front end portion of the Document and Records Management brings real benefits through automating capture early on in the process, using categorization/classification technology to properly store the records, and apply the appropriate metadata. This information is automatically categorized, metadata applied, and stored in the appropriate repository Additionally, once records are captured, based on the operational rules of the organization and context of the information, they can trigger relevant automated workflows causing actions to be taken, or notifications that the information is now available in the records repository.
Vasion Document and Records Management (and docAlpha)are mostly implemented in a way that looks at the process and information flow from end-to-end, not segmented, or departmental, but cross-departmental. The solution is configured to look for the first information touchpoint and consider that as the best place for capture to get information into the system and under agency control. From there, 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. The only action that needs to be taken by the employee is to prep and scan the document. The sooner you can capture your information and bring it into the process, the better off you are insecurely storing it, making it available to the organization, and using it as the trigger to launch your workflow.
Our Document Automation Solution is in fact an integrated information eco system where both capture, document management and records management systems coexist and are interconnected in a way that users can capture, manage and access the information they need, when they need it, using simplified interfaces and apps. 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 company as well as the operational processes. The strategic implementation of Document Automation will be a significant factor in determining the Return on Investment from the deployment, and meeting the KPIs and business objectives the deployment is intended to achieve.
Capture is a vital part of operational efficiency. The sooner you capture and secure information, the sooner you can take appropriate actions to process it. Automating and moving the capture process to the earliest touchpoint in the business process can increase operational efficiencies, and reduce operating costs. You could use capture to automated invoices, contracts, application forms, or expense reports.