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.


Vendor Considerations When Digitizing Aircraft Manuals

June 18th, 2013

Aviation and aerospace are among the industries most impacted by the digital revolution. Think about thumbing through thousands of pages of aircraft maintenance manuals by hand versus a few quick clicks on the iPad. It’s a completely different world for professionals managing and maintaining the aircraft when it comes to productivity, convenience and efficiency.


One of the areas where we see the greatest document conversion needs today is with companies that buy and sell aircraft, such as commercial jets or privately owned aircraft. Often, the planes purchased are accompanied by a large stack of physical manuals that need to be converted before they’re put back up for sale. According to V-Log Digital Records Management, 30% of the value of a particular aircraft depends on the condition and comprehensiveness of the aircraft’s records. And not only is the aircraft value a factor, but complete, accurate and up-to-date documentation is a requirement of the FAA. Conversion seems like a no brainer!


Here’s a look at what aircraft owners need to be aware of when selecting a vendor for a scanning project:


  • Scanner Technology: Aircraft manuals often require multiple types of scanners to be fully digitized. A standard paper scanner is great for color or gray scale documents that can be fed quickly, while a flatbed feeder is necessary for books that cannot be taken apart. A large-format scanner may also be required for large or odd-sized engineering drawings.
  • Quality Checks: Data vendors need a quality check process in place that utilizes human verification and gray scale scan to ensure the digitized documents are readable, complete and easy to review.
  • Data Delivery: Each aircraft company has different requirements for data output. Vendors need the ability to deliver digitized data in standard or proprietary formats.
  • Updates: One of the greatest advantages of digitized aircraft manuals is the ease of incorporating updates. Vendors need to have the ability to quickly and easily incorporate new documentation into proprietary structures.

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.




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