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Document Workflow Management: The Hidden Gem of Enterprise Content Management

05/02/2017  |  By: Jeff McCorpin, Chief Executive Officer, Technology Solutions

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Sluggish processing, difficulty retrieving files, incomplete information, duplicate work: These are all productivity killers and customer service nightmares for a business just trying to stay competitive. And, yes, automating the management of these documents is tremendously valuable.

But while having a structured repository for your business documents increases productivity, the real opportunity for a business to excel is to drive operational efficiencies by swiftly moving information through your business process electronically. This allows for streamlining cumbersome, manual activities that are typically required but do not provide much-added value to the organization or your customers considering the amount of time spent on them.

In the Enterprise Content Management world, this is called document workflow. And what it comes down to is allowing high-value workers to concentrate on high-value tasks.

For example, think about your hiring process. Having your candidates electronically fill out applications, those applications flowing through a structured review and rating process; and, if further information is requested, gathering supporting documentation (resume, W4, parental consent, driver’s license, background checks, etc.), all driven by a workflow engine that automatically moves to the next step once all required documentation has been received.

Think about having this kind of power spread across your accounting, legal, customer service and sales departments. Having all this information cross-referenced and at your fingertips at the click of a button, and all highly secured according to role, can leapfrog your business to the next level.

Workflow management automates business processes, matching work tasks with the workers best suited to them. Once they’re finished with their work, the task is automatically moved along to the person best suited for the next step.

How do I know if I need workflow management software?

It’s pretty easy to tell if you need document management. Rows of filing cabinets, megabytes of unidentified data lurking on your network, stacks of paper…everywhere.

  1. Where do you spend most of your day?
  2. Where does the majority of your stress originate?

If you answered “work,” you may need to consider a content services solution.

Four signs you need a content services solution

  1. Employees are spending too much time doing low-value tasks (searching for documents, waiting for or manually transferring paper files, losing critical documents, duplicating work)
  2. Some employees are swamped with work, while others are idle
  3. Busy decision makers are causing bottlenecks in the process because they must be involved but are regularly unavailable
  4. Employees are cherry-picking work (most interesting, most valuable to them, and so forth) to the detriment of corporate goals

How enterprise content management can help you reduce business stress

LBMC Technology Solutions helps people relieve business stress by implementing technology to simplify processes, remove the daily obstacles that frustrate to no end, and automate tasks.

As an Authorized OnBase Reseller and OnBase Diamond Support VAR, we have seen firsthand how managing files (paper and digital) and workflow processes can help people and businesses take control and be proactive.

Videos, guides, case studies, infographics and other Hyland OnBase resources

3 Ways to Relieve Business Stress with Enterprise Content Management (ECM) 

1. Digitize

Whether you have a large back file of documents or a daily buildup of paper you need to process, the first step to going digital is capturing the information from those physical files. There is a breadth of solutions for scanning and capture projects of all sizes and complexity that you can implement at your organization.

The faster your electronic documents are available to your business system, the sooner your users and business processes will benefit.

2. Ensure Access

So what happens when you eliminate that physical filing cabinet? After all, you’ll still need a place to store the myriad files, and easily access them as needed.

There’s a plethora of document and enterprise information management platforms out there to consider, and it is key to identify a system that meets your needs. Does it offer Cloud options? How is it evaluated by third-party experts?  Will it complement existing systems while being able to expand as a unified information management platform down the road?

Every organization is different and has unique considerations that must be met, but the evaluation of these platforms doesn’t have to be complicated. If you are just getting started, we have the tools that can help you head down the simple path to make an informed decision and implement the right system for your organization’s files.

The trick is to take the time and do the in-depth research necessary to find the right solution – for now and in the future.

3. Automate Standard Processes

Streamlining your core business operations—like being able to access all of your accounts receivables data and documents from one location—can yield significant savings. Regardless of how or where documents are received (electronic or paper), with capture and automated payment posting, you can immediately recognize improved reconciliation processes.

Better audit controls, efficient alerts for remittance and payer issues and reduced costs for payment posting and denials management are only some of the benefits. Defining the appropriate business rules upfront will allow you to orchestrate the appropriate route for your electronic files, giving you the greatest payoff of saved time. And more accurate processes.

All of these areas that improve our businesses in terms of productive time, headaches avoided, and goals accomplished.

LBMC Technology Solutions gets to know your business in order to recommend, implement, customize, and support business systems such as OnBase to help you make the most of your day and do business better.  

And, perhaps as a result, improve your state of mind. 

For more information on workflow management software, contact Jeff at 615-309-2452 or e-mail.

Jeff McCorpin is partner and founder of LBMC Technology Solutions. He has been working with information systems for 25 years. He has assisted clients in defining data, application, technology, and organizational requirements for supporting business functions and objectives. He also has directed activities required to implement and deploy these strategies. His experience includes design, implementation, and administration of local and wide area networks, productivity and groupware applications, document imaging, as well as project management skills. His special interest areas include the facilitation of sharing information between an enterprise’s suppliers, partners, and customers to allow them to gain a competitive advantage in the marketplace.

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Posted in: Technology Services