Turn on the Power with Agile ECM

We run into this on a day to day basis: “Rhonda,” a file clerk who is set in her ways and is hesitant to allow for time-saving techniques when it comes to the digitization of her records. When looking for her paper files, Rhonda is a pro. It may take her a while to do so, but she has honed the skills necessary to track down whatever documents she needs. So when it finally comes time to digitize her records, she wants them broken down in the same way she is accustomed to seeing them. When she has a physical folder with twenty sub-folders, she wants it produced the same way in her document management system.

This is a completely doable task. The problem is that it will take an exorbitant amount of time to accomplish it, causing unnecessary expense. The solution here is twofold: being smart about your indexes, and using Optical Character Recognition (OCR). When indexing a document, you will want to use the fewest amount possible without negatively affecting your ability to find your document. If a middle name is only going to be useful in one out of every hundred cases, don’t use it. Save money by reducing keystrokes, as the middle name can be verified by looking at your images.

By learning to use OCR, finding documents can become even easier. OCR allows you to do full-text searches on any of your documents, allowing you to easily find the exact information you are looking for. It’s true that OCR isn’t 100% accurate when used on handwritten text or poor quality scans, but when used in conjunction with your indexes, there is no easier way to find your documents.

So if you know a Rhonda—or if you are a Rhonda—take the time to figure out what is most important in your search for documents. Cut out any superfluous data, and use your full-text search capabilities to your advantage. The transition isn’t always easy to make, but it will pay huge dividends in the end.

If you’re looking for help on finding the best indexing options for your documents, or if you’d like to learn more about how OCR works, feel free to contact us or check out our website.

Image by Cornell University Library via Flickr

Well, this is my first ever blog.  And I have to admit that I dreaded the thought of doing this.  Although I have no problem expressing my thoughts, the idea of writing them down for others to read just did not sound appealing to me.  I think of myself as a geek.  And geeks don’t like to do this kind of thing (or that was my excuse anyway).  But here I sit, writing one anyway.  “Write something you’re passionate about,” is what I was told.  So, since I’m passionate about my faith, that’s what I’m going to write about.

I started co-leading a women’s bible study last week. I’ve never lead before, so I was nervous.  I kept thinking “What if I say the wrong thing?” “What if they ask something and I don’t know the answer?” “What if someone has a real crisis of faith, how will I help them?”  And then I saw the “I’s”… there were a lot of them.  As if “I” had the power to do anything.  It is not ME but HE who is in me.  I realized that if I put the priority on God and what HE wants, the class would be what He wanted it to be.

It is exactly this same mindset that I would like to use at work when managing my projects.  Not what “I” think the solution should be, but what would benefit the customer the most.   Really listening, asking the right questions and exploring options.   Worshiping God doesn’t just happen on Sunday mornings – it’s an every moment of everyday kind of thing.  By respecting the customer’s needs and providing the best solution I can, I’m honoring God.  And, ideally, honoring the customer as well.

So, if you want to see more clearly, start by removing your “I’s”.

Image by tjtrewin via Flickr

One of the most important parts of any document scanning job happens before the paper even enters the feeder tray.  Document preparation (or “prep”) is where the magic really happens.  The removal of staples, paperclips, rubber bands, as well as the unfolding of creases and dogears, is a time-saving task we perform on a daily basis in our Scanning Department.  Removing any metal from your documents is vital in keeping your scanner in good condition, and taking the time to separate each page after removing a staple will save you a lot of time (and torn pages) once the scanning process is started.

Know your documents!  Take the time to familiarize yourself with the documents you will be scanning.  Most forms and document types follow a predictable pattern.  For example, direct deposit forms usually have a voided check stapled in the middle of the page (where you might not be looking for those sneaky staples).  Once you know what you are working with, you will begin to anticipate potential problems and can take corrective action before the paper even gets to the scanner.

It may seem counter-intuitive at first, but taking the extra time to quickly flip through each page will pay off in the end.  Not only will the scanning process go much faster, but you will also save a lot of wear and tear on your scanner.  All it takes is one staple or paperclip going in the wrong way to completely trash a roller, glass, or belt.  When it comes to your documents, keep the Boy Scouts’ motto in mind – “Be Prepared!” For more information on document imaging or document scanning, visit us at UnityScanningSystems.com.

The other day while visiting a customer I thought I was going to have to quickly find a Kleenex or a fire extinguisher. She was at the point of an emotional rage-enduced breakdown.  What was the cause?  Microfiche.  Tight resources has everyone in this public office doing double duty anyway, but the constituents are always first.  So in the middle of tackling the normal daily challenges she gets a call, “I need a copy of a resolution that I think was made in 1979.”  “Yes, ma’am, can you narrow down the date to a month?”  “Oh honey, I don’t even know if I got the right year!”  So what does this mean for our duty bound hanky-in-hand warrior?

Slaying the Dinosaur!

Descending the steps to it’s chamber our warrior steals her resolve, “I will not fail…this time!”  Turning the corner she spies her nemesis sitting nonchalantly next to a file cabinet that bears its “children.” Offspring of another era, wrapped in tight little rolls with dates ranging from yesterday to the early 1900′s.  Somewhere in there the information lies, the challenge is coaxing it out from among thousands of images on a machine that has no readily accessible spare parts and for which most repair stores only sigh at when requested to give aide.  Three hours later the “resolution” is found and our gallant warrior, exhilarated, calls her constituent to claim the prize – only to discover that the constituent’s grandson already found it on the web.  Fire extinguisher!

There has got to be an easier way!  Convert those images into an electronic image that can be saved and indexed onto a shared drive, or better yet, placed into a Enterprise Content Management System (ECM), that makes finding these resources not only easily accessible on your computer but in most cases can be emailed to the constituent before they hang up the phone.  Then have an office party and move the slain dragon outside and send it to retirement with its long lost friend the mimeograph machine!

Is your current ECM system a “golden oldie?” Resistant to change? Resource guzzling? Not providing the business insight and flexibility required for your enterprise to compete and succeed in today’s hyper-competitive business climate?

If so, agility is your answer. Not old thinking. Not archaic, costly and lethargic systems. You need insight – now – and the ability and flexibility to change. Can you? Or are you a prisoner to old systems or old leadership? Yes, you need to continue to cut costs, but at some point for your team to shine you need to improve the business processes that are foundational to strategic success. And you need to empower your team on the front lines to make improvements “on the fly” without compromising top-level data governance.

The bad news is: the world is moving much too fast to succeed being reactive. The good news is: you can shift your focus from cost reduction and consolidation to innovation and competitive advantage. You have aspired to this shift for years…but now Agile ECM makes it possible.

While recovery will not come to everyone at the same time, you can proceed with raising your enterprise productivity and creating the capabilities needed to lead today and be well positioned for tomorrow.

Contact Unity Business Systems today to discover how Agile ECM can transform your organization!