Five Tips for Creating an ECM Strategy

February 25th, 2014

Whether or not you have a formal enterprise content management (ECM) strategy, your company probably has its own methods of creating, storing and sharing documents among employees. This method probably works just fine, but is it the most effective, and does it safeguard the integrity of sensitive company or client files?


Efficiency is the name of the game in today’s breakneck market, so it’s worth your while to carefully define an ECM strategy that optimizes your employees’ time and talents, company budgets and other resources.


Start today with these five tips to define an ECM strategy for your business:


  1. Identify your ECM team: Determine who among your staff should create and manage your ECM strategy. While IT will play an integral role, it’s also important to include end-user employees who will access the system day-to-day. They will provide powerful insight on which functions will help them do their jobs.


  1. Evaluate your current methods: What are your company’s existing processes for storing and sharing content? How are the processes structured, and what are the bottlenecks and other pain points? What are the effects on productivity, and which departments stand to benefit most from improved processes and enhanced ECM capabilities?


  1. Identify causes: Are your content issues caused by people, processes, technology or some combination of several factors? Take a deep dive to find the root causes of your bottlenecks and sluggish processes.


  1. Enhance and optimize: Once you’ve rooted out the problems, it’s time to implement an ECM strategy. Your solution may address document storage and delivery, data capture, technology standardization, business process automation, and numerous other areas that will help improve business outcomes.


  1. 5.     Evaluate your results: After implementing your new ECM system, it’s important to monitor your results and identify any red flags. Are users adopting the new system with ease, and are they satisfied with the results? Are you noting improvements in your processes, and greater efficiency across your organization? Refine your strategy as needed to ensure you’re addressing the issues you set out to solve.


You may also consider hiring a consultant to help you create your strategy or to manage specific elements of your ECM – things like document capture, scanning or automating repeatable processes.


Does Your Document Management Problem Need a Customized Solution?

August 8th, 2013

There’s lots of talk about the benefits of document scanning, digital records and automated processes – and plenty of doc management software programs that claim to do it all – but what’s the document management solution for companies with complex needs that can’t be addressed with template software?


If your business falls into this category, read on to learn how other companies have realized the benefits of document management with customized solutions that solve their unique document problems.


Automated Workflow

Shelves of Hospital FilesIt seems like a tiny matter, but manual form approval can bring business to a screeching halt. This was the case for a Fortune 100 technology company that incurred significant costs when manual form routing delayed critical business processes. OptiScan’s team created a powerful workflow solution that dramatically enhances efficiency. The custom program automates the approval process with built-in rules that dictate routing, define approval parameters, designate back-up approvers and relieve bottlenecks.


Web-Based Document Management

Like many paper-based companies, a major Arizona pool builder found itself drowning in paper, with stacks of contracts piled high on desks and filing cabinets taking up an entire room. The issue grew worse as the company (and paper) grew larger – until OptiScan designed a web-based doc management program that immediately solved the company’s paper problems. We scanned, digitized and uploaded contracts, vendor payments, and other critical documents, and our web software allowed immediate, approval-based access to documents that once were locked away in filing cabinets.


Quality Documentation

In highly regulated industries, effective document management is an absolute must. This is especially true for one of OptiScan’s clients, a global security company whose quality documentation is audited on a near-daily basis. And since they’re required to provide such documentation for every single item they ship, they needed a solution for accessing and furnishing related documents quickly and easily. OptiScan’s custom program digitizes documents and stores them on the web, helping the company access quality reports, speed up processes, and improve the bottom line in a very real way.


Benefits of Business Process Management

May 9th, 2013

business calculationsDescribed in broad terms, Business Process Management, or BPM, is a management philosophy that focuses on understanding and optimizing business processes. To break it down further, BPM helps companies reduce human error and miscommunication and focus stakeholders on the requirements of their roles.


Companies typically combine a BPM management approach with BPM software to improve workplace productivity, reduce costs, and anticipate changing market demands. Even a basic investment in a BPM software suite can yield significant returns. Here’s a summary of the four key benefits of BPM:


Workforce Productivity: Business Process Management streamlines operations and automates processes, but that’s just the beginning. BPM suites like @Appian go far beyond improving efficiency, allowing you to build in rules, notifications and triggers that reduce process errors. The system helps companies optimize workflows, identify bottlenecks, speed up approvals and even improve quality.


Cost Reduction: Improved workplace productivity also reduces costs. BPM suites monitor day-to-day business processes for continuous improvement and efficiency, helping companies speed decision-making, increase product output and quality, accelerate cycle time and gain incremental revenue.


Compliance: BPM products like @intalio help companies standardize business processes, make more efficient use of services and systems across an entire organization while also ensuring compliance with policies and regulations. What’s more, BPM also logs every step of a running process, simplifying record keeping and auditing.


Agility: Perhaps the most important benefit, BPM helps companies adapt and respond quickly to a rapidly changing market. Software programs like @Cordys BPMS support a continuous process improvement cycle, enabling organizations to adopt and embrace change and at the same time stay in control. Such programs help you build in intelligent rules to ensure your business processes will adapt automatically to changes in the business environment. In today’s competitive marketplace, this ability to anticipate changes and shift gears is critical for success.




3612 W Dunlap Ave, Suite A
Phoenix, Arizona 85051

© 2010 OptiScan Inc. All rights reserved.

(602) 789-7800
(602) 298-9546