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Competitive pressures and budget constraints are driving organizations to automate document-intensive business processes. At the same time, a growing array of regulatory requirements is prompting organizations to seek compliance solutions that increase control over documents and records.
Significant ROI awaits organizations that can eliminate paper, minimize the risk of non-compliance, and wipe out information silos by standardizing on a common content infrastructure. However, these are difficult tasks for organizations that must manage high volumes of documents through complex workflows.
BRT has the expertise to handle the needs of the largest organizations.
What's Needed?
Our customers require a document and image processing solution that can capture large volumes of incoming documents and data, aggregate all relevant information in a single view, route documents for additional processing, and archive business content in compliance with mandated regulations. To meet the strict requirements of financial institutions and government agencies for applications such as loans, permits, applications, insurance policies, and claims, the document and image processing solution must be highly scalable, robust, and secure. But many companies aren't sure where to start. BRT will evaluate your situation and choose the best solution for your organization.
The Solution – Making Document and Image Processing Work for You
BRT will ensure that our document and image processing solution will combine a robust platform with the specialized offerings of our key technology partners. Solution components include high-volume capture of scanned images , eForms and enterprise reports, high-throughput processing via business process management, and compliant archival through records management.
An Example
As we said before, the first question that must be answered is: “What is your organization trying to accomplish?” We recently serviced a customer in the real estate management business. BRT determined that this customer could achieve two main benefits of capturing all of their existing documents electronically and making them available online. One reason was to reduce the floor space necessary to house their documents and the other was to make it easier for them to access information.
This firm was located in one of the most expensive real estate markets in the metro area. They felt that by a combination of purging, backfiling their existing documents and rearranging their office space, they could save 25% in lease costs. While this might seem like a huge undertaking, you must remember that the saving was also huge.
To give you an idea of how inefficient the office was, take this example of how the legal department operated. An executive would call the VP of legal services and ask a seemingly simple question. “What are the operating hours for all of the Marshall Field's stores in the shopping malls that we operate?” The VP of the legal department would then ask one of the lawyers to find the answer. It could take up to a couple of hours. Why? Well, you see the person would need to go down to the area where all of the shopping center related files were kept. The files were filed by “center.” So the first step would be to check if a shopping center included a Marshall Field's store. If so, then they would need to find the operating covenants for Marshall Field's and write down the hours of operation. This was not an easy task since the information would be buried in some legal document. Now you understand why an actual lawyer had to be the one to do the research since an office clerk might not know where to look. The lawyer would then need to check every other center to see if it contained a Marshall Field's store. Even if the lawyer knew from experience in which centers to look, they still needed to write down the operating hours for each store since it was common for different malls to have different hours of operation. It should be mentioned that these files were all very organized; yet, it could still take forever to glean the necessary information to answer a seemingly simple question.
Once the entire group of legal documents were on line, it was easy to use Documentum’s WebTop interface to search for “Marshall Field's” across all center related documents. One could then refine the search to the "operating covenants" to find the store's hours of operation. What once took a couple of hours would now take a few minutes.
Not sure where to begin? Sign up for our free white paper to help you understand how to lay the foundation so that you and your organization can select the right content management solution for your situation. Follow our guidelines and let us help you succeed in delivering great business value to your organization while making your employees lives easier.
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