Category Archives: Records Management

Purchase orders, timesheets and other accounting and HR information is often collected on paper-based media. Records management automates that process, sometimes by the conversion of paper records to digital, often by the use of web forms on intranets and extranets.

Finance reports ‘out of date’ and ‘inaccurate’ – survey

Stack 'em high

Stack ’em high (Photo credit:

46 per cent of finance departments believe reports they produce are never used

By ECM Plus staff

ECM Plus /London/ +++ Nearly half of managers and directors view reports produced by someone else no more than once per week. An alarming 46 per cent of finance professionals believe that they produce reports that are never used and 63 per cent believe that senior managers should make more use of financial information. Continue reading

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Filed under Analysis, Balanced Scorecard, Beyond Budgeting, Budgeting, Consultancy/Consulting/Systems Integration, Document asset management, Document Automation, Document Management, Finance, Forms management, processing, eForms, Governance Automation, GRC (Governance, Risk & Compliance), Output management, Planning & Forecasting, Records Management, Reporting, Six Sigma

Alfresco unveils Records Management 2.0

Image representing Alfresco as depicted in Cru...

Open source Alfresco launches Records Management 2.0

Open source doyen Alfresco takes wraps off latest Records Management 2.0 for enterprise file capabilities

By ECM Plus staff

ECM Plus /London/ +++ Alfresco’s newest Records Management 2.0 is now available for serving enterprise organisations and government departments for management of governance and compliance processes.

According to the open source content software specialist, RM 2.0 boasts open source records management and retention tools. Continue reading

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Filed under Archive management, CMS, Compliance, Content Governance, Data Governance, Email management, Enterprise Content Management, Enterprise Search, Open Source, Records & Information Management (RIM), Records Management, Regulatory Compliance, Search, Software, Vendor News, Workflow, Workflow

Paperless office still a pipedream – survey

Paperless office?

Survey finds business still overrun with paperwork

By ECM Plus staff

ECM Plus /London/ +++ Two-thirds of businesses regularly need to scan more than fifty pages a day to transfer information to a digital format.

That’s according to a new survey from Anoto, creators of digital pen and paper technology, whose results of a survey conducted across the USA and Britain focused on the state of scanning in business today. Continue reading

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Filed under Analysis, Business process automation (BPA), Business Process Management, Document archiving & retrieval, Document asset management, Document Automation, Document Management, Document scanning & imaging, Electronic Document Management & Delivery, Enterprise Content Management, Forms management, processing, eForms, OCR - Optical Character Recognition, Records Management, Scanning

DataStoreDSX ups the ante in ECM fray

ECM Plus - The Voice of Content -

Enterprise content and compliance controls relentless growth of content

By ECM Plus staff

ECM Plus +++ Enterprise content, risk and compliance management software vendor Hitec has just launched DataStoreDSX enterprise content management platform. Continue reading

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Filed under Content Categorisation, Content Management, Content management system (CMS), Data Governance, Data storage, Document archiving & retrieval, Document Management, Document scanning & imaging, ecm, Enterprise Content Management, ICR - Intelligent Character Recognition, OCR - Optical Character Recognition, OMR - Optical Mark Recognition, Output management, Records Management, Search, SharePoint, Storage, Vendor News

Nuxeo’s PDF digital signature makes document management debut

Image representing Nuxeo as depicted in CrunchBase

Digital signature option for PDF launched

Document Management proffers digital signature option, print-sign-scan step in document lifecycle

By ECM Plus staff

ECM Plus +++ Open source enterprise content management insurgent Nuxeo has just announced the immediate availability of a new Digital Signature add-on for its Nuxeo DM document management software.

According to the firm, the digital signature tech is based on the X.509 standard. This new component provides a secure electronic method for signing PDF files in Nuxeo DM and verifying the signatures with a digital certificate in a PDF reader, the company said. Continue reading

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Filed under CMS, Content management system (CMS), Document Management, Document scanning & imaging, Forms management, processing, eForms, Open Source, Records Management

WEEKEND PLUS: EFF lawsuit demands ‘secret memo’ be revealed

Logo of the Electronic Frontier Foundation

EFF submits Freedom of Information Act request

Foundation demands answers about secret surveillance law memo; Justice Department withholding information on controversial legal theory

The Electronic Frontier Foundation (EFF) has filed a Freedom of Information Act (FOIA) suit against the Department of Justice (DOJ), demanding the release of a secret legal memo used to justify FBI access to Americans’ telephone records without any legal process or oversight. Continue reading

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Filed under Content Security, Document Management, eDiscovery, Forms management, processing, eForms, Industry News, Records Management, Telecommunications

GFI logs on for SharePoint support in compliance, e-discovery move

SharePoint Architecture German

SharePoint architecture

EventsManager 2011 with LOGbinder SP proffers new log monitoring, alerting, reporting and archiving capabilities for SharePoint users

By ECM Plus staff

ECM Plus +++ GFI Software has just added SharePoint logging to its existing security and compliance offerings the company has confirmed.

New features for GFI EventsManager 2011 now include a dedicated SharePoint log managementand auto-update patch management capability, which also enables IT administrators to perform specific network and data security tasks for regulatory compliance, as well as for business continuity and e-discovery requirements.  Continue reading

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Filed under Business continuity, eDiscovery, Records Management, Regulatory Compliance, Reporting, SharePoint, Vendor News

Upcoming UK Census data offshoring destined for more debacles

Divisions of the United Kingdom

ONS offshoring Briton's personal data for £150m

Report reveals 2011 UK Census of private data set to go offshore to foreign agencies, increasing probability of yet more Government-sanctioned personal data breaches

ECM Plus – A new Guardian report indicates that the British Government’s Office of National Statistics is to pay a foreign agency £150 million in taxpayer money to undertake the collection and processing of Britain’s families and personal income data, with new extra questions in this year’s Census demanding to know the details of sources of incomes as well as additional personal data in the 32-page questionnaire, now destined to go offshore in the government cutbacks and ‘efficiency-savings’ outsourcing deal. Continue reading

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Filed under Business Intelligence (BI), Content Categorisation, Content Fingerprinting, Content Management, Content Monetization, Content Protection, Content Security, Data centres, Data Governance, Data privacy, Data protection, Data storage, Document archiving & retrieval, Document Management, Document scanning & imaging, Forms management, processing, eForms, Information Governance, Information security, Records Management, Scanning, Search, Security Content Management (SCM)

Sitecore supports JFK legacy with CMS content migration

Inaugural Address of John F. Kennedy, 35th Pre...

Inaugural Address of John F. Kennedy, 35th President of the U.S.

Kennedy’s legacy informs and inspires world with help from Sitecore and Velir

ECM Plus – The John F. Kennedy Library has just completed a major digitisation project for the museum’s archives of hundreds of thousands of documents, photographs and sound recordings.

The content is now more accessible and useful for educational and public service, the Museum curators said.

CMS vendor Sitecore and Velir said that the contents of the John F. Kennedy Presidential Library saw the launch of a new website using Sitecore’s software which helped the JFK Library’s Digital Archives go live last week.

In preparation for the 50th anniversary of John F. Kennedy’s inauguration as the 35th President of the United States, the website has been designed to improve access to some 200,000 pages of textual content, 1,500 images, as well as 1,250 files of audio recordings and moving images and even 340 telephone conversations.

According to the curators, the new website now offers the public access to the JFK archival assets with an enhanced search function for easier and faster access.

John Hawley, director of web development for the John F. Kennedy Presidential Library’s Museum said: “We wanted to ensure that we created a virtual experience that made it easy for people from around the world to discover and access educational and inspirational content that has the power to inspire all generations. From a technology perspective, improved site navigation was a large focus of the website redesign. The website needed to be easy to navigate so that it properly showcased the newly available information. For example, the new search engine allows visitors to enter the word ‘moon’ and pull up virtually every document, tape, and speech related to JFK’s mission to land men on the moon.”

Sitecore and technology partner Velir collaborated using its Content Management System to customise the new website and to integrate Sitecore’s CMS to enable online video, faceted search, and digital asset management.

The project, dubbed as “Access to a Legacy,” is the largest, most advanced digital archive created by a Presidential Library not “born digital”.

Among the documents include a handwritten version of Kennedy’s inaugural address and notes and tapes made during the Cuban missile crisis.

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Filed under Content management system (CMS), Digital Media Management (DMM), Document archiving & retrieval, Document Management, Document scanning & imaging, Information Management, Media asset management, Portal, Records & Information Management (RIM), Records Management, Scanning, Search, Vendor News, Web Content Management

Open Text’s ECM and SharePoint are a DoD cert

Image representing Open Text as depicted in Cr...

Open Text's records managment is a DoD cert

OpenText obtains DoD 5015.02-STD certification for ECM and SharePoint


ECM Plus – OpenText components of its ECM Suite 2010 together with SharePoint Server 2010 have met U.S. Department of Defense 5015.02-STD certification requirements for records management.

According to Open Text, this encompasses unstructured content including physical, electronic and email records.

The company said it had certified against all versions of the DoD standard since its inception more than a decade ago and had completed test process over twenty times on various platforms and versions.

Managed by the Joint Interoperability Test Command (JITC), DoD 5015.02-STD certification involves a rigorous testing process. OpenText had Records Management and its Application Governance and Archiving for SharePoint offerings tested in an environment that included SharePoint 2010 and a full set of MS operating systems, office applications and database servers.

Through the test, OpenText said it met requirements for applying records management policies and securely managing the entire lifecycle of the information.

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Filed under Content Security, Enterprise Content Management, Records & Information Management (RIM), Records Management, Security Content Management (SCM), Vendor News

Power of ECM helps states control costs

An italicized long s used in the word "Co...

Image via Wikipedia

Enterprise content management can help states meet constrained budget demands

ECM Plus – Enterprise content management will once again be an important means for state governments to control costs in tight budgetary times, according to a new list published by the National Association of State Chief Information Officers NASCIO.

Document, content and records/email management was ranked among the top ten tools identified by the CIOs surveyed.

The list, entitled ‘State CIO Priorities for 2011’ stated that the management of information and data will play an important role in helping state CIOs make their budgets.

It said that the management of information and data was a strategic priority for CIOs and also stated that digitalisation, storage, preservation policies and the subsequent search for that information would be essential for organisations.

“The economic crisis has made Enterprise Content Management (ECM) projects an important strategic priority for any IT department” commented Julio Olivares, CEO of DocPath Corp., a company specializing in manufacturing document software. “Its ability to automate tasks, increase the efficiency of internal processes and obtain a quick return on investment has been the key factors that have ensured the success of such projects.”

Despite cuts in IT budgets, more than 25 percent of organizations worldwide have chosen a project related to document technology in 2010, the report found.

DocPath said there were five ways that organisations can benefit from implementing ECM technology in 2011: increase productivity: One of the first consequences of an ECM project is the automation of processes that do not constitute the core of the company’s business, even though they might represent a high proportion of the company’s resource allocation. When automating these tasks, companies can expedite the internal organization and improve external response times.

Business managers are increasingly demanding that their systems departments adopt technologies that help them reduce costs. Document software allows companies to reduce printouts by 30 percent, release up to 99 percent of storage space and reduce excessive paper consumption and its associated costs.

 Securing information: Information is one of the main assets of any organization. Protecting it is essential to ensure the continuity of a company and prevent certain information from falling into the wrong hands. Document software technology allows the safeguarding of one of the most problematic issues regarding the security of an organization: the exchange of information with third parties and controlled access to documents of the company.

 Organisations and companies interact with their stakeholders through documents and it is that documentation, among other things, that helps to project an image and identity. With document software, organizations can design professional documents and then send them through various channels, thereby accelerating response times.

Rapid ROI: Document software projects can create a quick return on investment for any organization that adopts them. Initial results are visible within weeks and the up-front investment takes only a few months to be completely returned.

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Filed under Analysis, Content Management, Document Management, Enterprise Content Management, Records Management, Vendor News

Identity Document Act kills ID Cards and NIR database

UK National Identity Card (Front)

House of Lords consign ID cards and register to history. Picture: ZapTheDingbat

Last night in the Lords at 9.49 pm, Royal Assent was given to the Identity Documents Act.

All existing ID cards will now be cancelled within one month.

The National Identity Register, the database which contains the biographic and biometric fingerprint data of card holders, will also be destroyed within two months.

According to sources, this saves £835 million in planned future expenditure.

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Filed under Asset management, Content Security, Data Governance, Data privacy, Data protection, Database management, Document archiving & retrieval, Document Management, Document scanning & imaging, Industry News, Information Governance, Information security, Records Management

Open Text and Oracle intertwine as consolidation looms

text, pages, open book

Compliance, governance issues dominate consolidation moves

Open Text taps Oracle for database access and compliance


ECM Plus – Open Text is to embed Oracle technology for enterprise content management. The two corporations have just inked agreements on mutual distribution and technology transfer..

Open Text added that it actually will embed Oracle’s technology into its own in order to offer new enterprise content solutions, the company has confirmed.

According to the two firms, the move caters for archiving, eDiscovery and regulatory compliance.

Open Text confirmed it was obtaining a technology and distribution license specifically for Oracle Universal Online Archive Content Management SDK.

As part of the agreement, Open Text will embed Oracle technology into its products, enabling it to use the capabilities of Oracle’s Database 11g as an enterprise content repository.

The partners said such a move would also enable a ‘rapid uptake of Oracle Fusion Middleware 11g’ and ‘other Oracle platform capabilities’.

Such a deal would also, the firms stated, enable Open Text customers to capture large volumes of emails, documents, images, and application data and manage their entire lifecycle in an integrated environment.

The firms said that by using Oracle technology, Open Text would also be able to offer secure archiving and risk mitigation solutions.

Rich Buchheim of Open Text said the move with Oracle was “a strategic priority for us” and added that the deal was also to “expand our information governance capabilities”. Buchheim added that content was now “exploding out of control” for organisations.

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Filed under Archive management, Compliance, Data Governance, Database management, Document Management, eDiscovery, Enterprise Content Management, Industry News, Information Governance, Information Management, Records & Information Management (RIM), Records Management

Robo-Signers: Mortgage Experience Not Necessary

Fraud: The Real Security Issue

Fraud: The Real Security Issue - Picture: GDS Infographics

Banks hired hair stylists, teens to process foreclosure documents, workers’ testimony shows

NEW YORK (AP) — In an effort to rush through thousands of home foreclosures since 2007, financial institutions and their mortgage servicing departments hired hair stylists, Walmart floor workers and people who had worked on assembly lines and installed them in “foreclosure expert” jobs with no formal training, a Florida lawyer says.

In depositions released Tuesday, many of those workers testified that they barely knew what a mortgage was. Some couldn’t define the word “affidavit.” Others didn’t know what a complaint was, or even what was meant by personal property. Most troubling, several said they knew they were lying when they signed the foreclosure affidavits and that they agreed with the defense lawyers’ accusations about document fraud.

“The mortgage servicers hired people who would never question authority,” said Peter Ticktin, a Deerfield Beach, Fla., lawyer who is defending 3,000 homeowners in foreclosure cases. As part of his work, Ticktin gathered 150 depositions from bank employees who say they signed foreclosure affidavits without reviewing the documents or ever laying eyes on them — earning them the name “robo-signers.”

The deposed employees worked for the mortgage service divisions of banks such as Bank of America and JP Morgan Chase, as well as for mortgage servicers like Litton Loan Servicing, a division of Goldman Sachs.

Ticktin said he would make the testimony available to state and federal agencies that are investigating financial institutions for allegations of possible mortgage fraud. This comes on the eve of an expected announcement Wednesday from 40 state attorneys general that they will launch a collective probe into the mortgage industry.

JP Morgan Chase spokesman Thomas Kelly said the bank has requested that courts not enter into any judgments until the bank had reviewed its procedures. But Kelly added that the bank believes that all the underlying facts of the cases involved in the document fraud allegations are true.

<– More at –>

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Filed under Archive management, Business Process Management, Compliance, Content Management, Content Security, Customer Relations Management (CRM), Data Governance, Document archiving & retrieval, Document Management, Document scanning & imaging, Email management, Forms management, processing, eForms, ILM (Information Lifecycle Management), Industry News, Information Governance, Information Management, Records Management

Kofax to auto scan and capture over 1 billion documents a year

Yay legal documents!

Paper, paper, everywhere. Picture: ifindkarma

Business process outsourcing firm selects Kofax for doc capture system

ECM Plus – Document management firm Kofax is to furnish ‘a business process outsourcing firm’  with an enterprise document capture solution in a deal worth over $3.9 million.

According to Kofax, the firm, a ‘leading provider of information management services’, includes records management, shredding, online backup and digital archiving, whereby Kofax will deploy its Capture and Communication Server via its document management services division to scan and capture some 1 billion invoices, cheques, legal forms, claims and ‘various financial related documents’ received annually from 140,000 customers throughout the world, Kofax stated. 

The Kofax doc software will also be supporting the BPO firm’s so-called ‘scan-to-store’ process whereby the company can capture documents and then route them to its IBM Content Manager OnDemand repository.

“This sale demonstrates Kofax software’s proven ability to deliver a solution that integrates quickly and seamlessly with a large-scale BPO’s existing platform to improve customer service, drive down costs, and ultimately provide a tangible, rapid return on investment” commented Kofax’s Alan Kerr of their field operations unit.

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Filed under Archive management, Business Process Management, Content Management, Data storage, Document archiving & retrieval, Document Management, Document scanning & imaging, Forms management, processing, eForms, Industry News, Information Management, Records & Information Management (RIM), Records Management, Scanning

Access acquires more storage in records expansion

Moon over San Diego.

Image via Wikipedia

Access Information Management acquires records storage operations of Bekins

ECM Plus – Storage and destruction services specialist Access Information Management has just acquired the records storage operations of Bekins Moving and Storage in Arcadia and Bekins Moving and Storage in San Diego.

According to the company, Access will now offer former Bekins Arcadia and San Diego records storage clients continued records management services as well as taking advantage of additional services with Access.

Client records previously stored in those facilities will be relocated and incorporated into existing, secure Access Information Management record centre facilities in southern California.

David Gesinger, Executive Vice President at Access said: “Our new clients can immediately take advantage of a full-service Records and Information Management organization, offering premiere records storage facilities and end-to-end management of physical and electronic records throughout the information management lifecycle, from record creation to destruction. ”

Access said it would now offer former Bekins Arcadia and Bekins San Diego clients a suite of additional services to support records and information management program improvement, including enhanced records inventory control with the Access Online, web-based inventory management system, vital records protection through a state-of-the-art vault environment, secure document destruction and shredding services, imaging, scanning and web-based digital storage.

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Filed under Data storage, Document Management, Industry News, Information Management, Records & Information Management (RIM), Records Management

Virgin solicits ECM in anti-fraud drive

The inside of a hinge of a folding mobile phone.

Mobile fraud is a major problem

The Content Group rolls out FormScape to slash fraudulent ordering

ECMPlus – by Paul Quigley – Virgin Media has just rolled out Bottomline Technologies’ FormScape in consultation with enterprise content management solutions provider, The Content Group (TCG) to reduce fraudulent mobile phone orders.

Following consultation with The Content Group, Virgin Media implemented a tactical solution to capture and identify potentially fraudulent orders before they were fulfilled by the warehouse and despatched.

FormScape automatically uses Virgin Media’s database to validate purchase details on the ‘pick notes’ through a specific set of criteria, such as ensuring the delivery address is genuine. If the order then fails this criteria test, its progression to the warehouse is stopped and details are sent to the fraud risk team.

Paul Brasset, head of forward logistics at Virgin Media, commented: “By automating our fraud checks, we have achieved better efficiencies and helped reduce fraudulent activity. The Content Group provided us with details as to what the solution should look like, what could be achieved and what technology we should therefore deploy. The result has been a fast and cost-effective solution, which has significantly enhanced our sales order processing. The Content Group’s extensive knowledge and expertise of the solutions available has met all of our requirements perfectly.”

Virgin Media has over three million mobile phone customers and over a thousand outlets in the UK, as well as Virgin Media Stores, outlets within The Carphone Warehouse, The Link, Dixons, Phones 4u, Comet, Tesco, John Lewis, Argos and Ryman plus hundreds of independent mobile phones dealers.

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Filed under Business Process Management, Consultancy/Consulting/Systems Integration, Enterprise Content Management, Forms management, processing, eForms, Mobile Content, Records Management, Vendor News, Workflow

Dell leans on Bridgehead to nurse private medical data

An electronic medical record example

What's in store for private medical data records

ECMPlus – BridgeHead Software and Dell are to offer hospitals a new way to store the private medical records of patients and administrative data: in a centralised repository, within a secure, intelligent enterprise storage environment.

The so-called Medical Archive solution combines Dell’s hardware with BridgeHead’s healthcare data management software designed for hospitals looking to take control of their digital patient and administrative information.

According to the companies, the joint solution addresses one of the major data management challenges currently facing hospitals all over the world, namely the upsurge in healthcare data resulting primarily from the increasing volume of medical images (created across a range of modalities, from digital radiology to mammography, to name a few) as well as the adoption of the Electronic Patient Record (EPR) and the move to a paperless environment (including the retroactive scanning of historical patient information).

The Medical Archive integrates the data from disparate clinical and administrative systems into a central, scalable repository that wholly understands healthcare data types and standards. Not only does this make interoperability easier across hospital applications, but it radically simplifies the protection and security of digital information. Furthermore, hospitals can dramatically reduce the data management burden in terms of both resource and cost.

“The Medical Archive solution that we [BridgeHead and Dell] bring embodies our collective ethos of supporting and underpinning the Electronic Patient Record and empowering IT at healthcare organisations of all sizes to meet their growing storage needs without compromising on current hardware brand or media type” said Tony Cotterill, CEO of BridgeHead Software.

He added: “We realised in our early discussions with Dell that there was a meeting of minds. We’re delighted to be partnering with an organisation that takes healthcare as seriously as we do. We both recognised that hospitals have significant challenges when it comes to the management and storage of data. Our aim was to provide a cost effective, future-proof solution that simplified the data management and storage process while providing robust content protection and security, as well as increasing operational efficiencies that positively affect patient care. We couldn’t be happier as our Medical Archive solution does exactly that.”

Brett Roscoe, worldwide marketing lead for Dell Enterprise Storage, commented: “We continue to see an exponential growth of storage in healthcare where more and more information is being stored digitally. Organisations require integrated hardware and software solutions that enable them to efficiently store, manage and discover their digital content. Working with Bridgehead Software, we are able to offer customers our storage platform with an industry-leading medical archiving solution from a proven information management leader.”

The underlying technology for the joint solution consists of BH MediStore and BH OfficeStore from BridgeHead and the DX6000 Object Storage Platform from Dell.

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Filed under Data storage, Records Management, Vendor News

Legal eagles becoming paper tigers


Legal eagles becoming paper tigers

Open Text EDOCS pushes into law market

ECMPlus – by Paul QuigleyOpen Text Corporation today said it was expanding further into the law market including new integration between its eDOCS Edition and its Social Workplace.

“Law firms are recognizing the benefit of collaborating with others on key projects and cases, and require the same type of secure environment that follows existing information governance rules and regulations,” said Todd Partridge at eDOCS and Legal Solutions for Open Text. “By integrating Open Text Social Workplace and eDOCS DM, law firms will have more options for collaborating on ideas, documents and matters with clients and employees that will be secured and stored within their eDOCS repository.”

The new integration, OT saidl, would enable law firm users to collaborate on documents and matters stored and governed within eDOCS, including microblogging and IM. It also claimed that law firms would be able to keep closer more productive attorney client relationships, and provide for more effective knowledge capture and sharing within the practice.

Open Text Document Management, eDOCS Edition 5.3 would further help manage document-based knowledge assets by enabling users to capture, organize, locate and share business content in a secure, integrated, and intuitive environment.

eDOCS DM 5.3 has Windows 7 and Office 2010 support and updated integration is available. 

Also added in 5.3 is new platform support for 32 and 64 Bit versions of Windows Server 2008,SQL Server 2008, and Windows Communication Foundation (WCF) support, while deployment costs are lowered through native Windows Installer support.

The company also confirmed that eDOCS Edition can also be Integrated with Open Text Records Management.

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Filed under Document Management, Enterprise Content Management, Knowledge Management, Records Management, Workflow

HP counterbid for 3Par ups ante for Dell

3PAR's next-gen storage SPC-1 Benchmark results

3Par benchmarking - Picture: Fenng(dbanotes)

Three’s a crowd as behemoths battle for market power – by Paul Quigley – Hewlett Packard’s eleventh hour bid for data storage bellwether 3Par has knocked Dell into the sidewall. Aftar having acquired the likes of EDS, Palm and 3Com – as well as the absorption of Compay – over recent times, the move for the data storage firm will be something the two IT vendors look set to fight tooth and nail over.

Given the recent signifcance of EMC and IBM both zoning in on both private cloud and generic, the HP Dell duel looks set to be just the first of a new salvo of similar storage skirmishes.

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Filed under Content Management, Data centres, Data storage, ILM (Information Lifecycle Management), Information Governance, NAS (Network Attached Storage), Records Management, SaaS (Software-as-a-Service), SAN (Storage Area Networks), Virtualization

Big Blue bolsters ECM play with DataCap grab

Armonk’s finest feel the squeeze, go for content capture bellwether – IBM has acquired Datacap, the data capture specialist for an undisclosed sum.

 According to the company, the acquisition will strengthens its play for digitising, managing and automating information assets, particularly in paper-intensive industries such as healthcare, insurance, government and finance, the firm added.

IBM said regulations such as HIPAA and Sarbanes-Oxley have demanded new standards and now legislation is compelling firms to adopt new records management practices, including scanning and capture to increase accuracy and speed up business processes to meet regulations.

Datacap customers are currently using document capture and enterprise content management software to streamline and transform their businesses. More than 200 clients across a variety of industries use Datacap software to help capture and manage their data. These include the Chicago Department of Public Health, Virginia Department of Taxation, BlueCross BlueShield of Arizona, Goodyear Tire & Rubber Company, The Dutch Tax Office, Dow Jones & Company, California’s Orange County Superior Courts, Hawaii Department of Taxation, and St. Vincent Hospital and Health Care Center.

Industry estimates of 15 petabytes of new information is being generated daily, and 80% of this new information is unstructured content.

But extracting meaningful information from unstructured content, both paper and electronic, is critical, IBM stated. The company claims that Datacap speeds up this process by automating the conversion of both structured and highly-variable formats such as  email, JPEG and GIF image files and PowerPoint presentations, into what they call ‘actionable insight’ in seconds.

“Transforming the way organizations do business requires not only a powerful and flexible technology platform to accommodate the wide range of business requirements, challenges and goals, but also a deep understanding of the processes of the industries in which our clients operate” said Ron Ercanbrack, VP of Enterprise Content Management for IBM. “We’ve chosen to make Datacap’s approach the foundation of IBM’s document capture strategy. Datacap’s approach to image capture, using sophisticated business rules management, sets it above the rest in the industry and provides the most complementary capabilities for IBM.”

“Datacap has developed the most advanced and flexible document capture platform on the market today. By teaming with IBM, we will now have the reach to satisfy customer demand around the globe,” said Scott Blau, former CEO of Datacap and now Director of Enterprise Content Management for IBM.  “After fifteen years partnering with IBM, we’ll hit the ground running with products that are tightly integrated into the IBM ECM offerings and can compete across the board in document capture.”

IBM will merge Datacap into its ECM business, part of its Software Solutions Group.

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Filed under Business Process Management, Content Management, Document archiving & retrieval, Document Management, Document scanning & imaging, Forms management, processing, eForms, Records Management

AnyDoc automates email processing

Data capture applied to documents, attachments in email

ECMPlus – AnyDoc Software has just added email processing to its Infiniworx capture workflow platform.

According to the company, Infiniworx now monitors selected e-mail inboxes and automatically process incoming emailed documents and attachments.

Infiniworx also recognises and opens email attachments in most standard business formats, including PDF, TIFF, Word and Excel documents, and can even unzip multiple compressed files for processing.

Furthermore, the email body and attachments can be classified and passed to OCR for AnyDoc for data capture and further processing. Any document can also be converted to TIFF, PDF, or text enabling output standardisation while still maintaining native formats.

The email processing capabilities, AnyDoc claims, now provide an additional automated method for businesses to process a common input stream of fax, scan, import, and FTP to capture their incoming documents, eliminating the all-too-common and impractical practice of printing emailed documents only to scan them for entry into ECM, ERP or other backend systems.

Infiniworx uses an easy-to-understand graphical drag-and-drop interface allowing users to quickly replicate their existing business process workflow.

“The simplicity of the setup of Infiniworx is another AnyDoc innovation,” said Samuel Schrage, President of AnyDoc Software. “Users can choose from multiple options to classify, prioritize, route and process their documents.” Infiniworx can be set up to classify documents by any of their attributes, including page size, logo, layout, format, text/key words, data, content, or any combination of these methods. This provides one of the most robust engines for an automated and accurate classification solution. Documents can be processed automatically or routed to operators for review if they meet identified criteria (e.g., invoices over $1,000).

“Infiniworx continues to evolve by adding new and innovative tools to address today’s business pain,” said Schrage. “By adding unattended email processing capabilities, Infiniworx is now equipped to serve as a true in-house digital mailroom,” added Schrage.

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Filed under Business Process Management, Document archiving & retrieval, Document Management, Document scanning & imaging, Records Management

Manchester document storage firm sets out expansion plans

Solution touts ‘paperless office’ paradigm

ECMPlus – Records management service provider Archive Solutions has is to expand into a fourth warehouse in Greater Manchester and into electronic document storage technology.

According to the company, it aims to grow the business to five times its current size within five years to meet increasing demand for the archiving, storage and compliance of records.

The firm’s customer base includes accountants, lawyers, financial services firms, local authorities and hospitals.

Partnering with Avanquest ProcessFlows, suppliers of a wide range of solutions which automate business processes, has enabled Archive Solutions to extend its services by adding ProcessFlows’electronic filing to their portfolio of document storage options.

Claire Dunn, Archive Solutions’ Managing Director is leading the expansion. Her enthusiasm and personal knowledge is driving development into new, more modern ways of dealing with the age old problem of what to do with too much paper you can’t destroy.

Dunn said, “Our partnership with Avanquest ProcessFlows means we can now offer complementary software and digital capture, workflow and scanning/storage solutions – turning paper into electronic format so the original documents can be securely destroyed – allowing us to provide an even better service to our existing customers and those looking to review their archiving needs, budget spend and services in general.”

Companies are legally bound to keep paperwork for a period of time, but storage can be costly and if you opt to store documents in-house, not only do you have to find the space for all that paper, staff are needed to manage it all. Organisations also want to save time when it comes to retrieving old documents. Nobody wants to waste time trawling through piles of boxes in dusty basements to find what they are looking for.

It is commonly accepted that manually retrieving a file from a filing cabinet takes between 15 to 30 minutes of an employee’s time per request, and, that searching for and processing documents takes up between 15 to 25 percent of the average ‘knowledge worker’s’ time

Dunn added, “Switching to ‘electronic filing’ gives clients multiple-user, real-time, instant access to all the archived documents we store for them, at the click of a button. Being able to retrieve their files instantly means they can respond to queries in a timely manner. It increases efficiency and enhances customer service.”

Franca Cognata, Channel Partner Manager at Avanquest ProcessFlows said, “As part of our Channel Partner Programme, Archive Solutions can now offer a range of complimentary products and services, supported by a partner with a 23 year successful track record, which builds upon the core competency of the business – archiving and managing documents for their customers.”

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Filed under Document archiving & retrieval, Document scanning & imaging, Knowledge Management, Records Management

EDI solution saves Snopake a packet

Bottomline’s Transform EDI rolled out by The Content Group replacing outsourced function

ECMPlus – Stationery provider Snopake has just chosen Enterprise Content Management provider The Content Group to supply an Electronic Data Interface (EDI) from Bottomline Technologies to facilitate an efficient and cost-effective invoicing process.

According to the firm, this software deployment will remove the requirement to outsource the process of transforming the invoice formats to meet various clients’ needs and in addition, save the company in the region of £15,000 per year.

The “Snopake” brand is perhaps best known for its correction fluid.  In fact Snopake produced the world’s first ever correction fluid in 1955, which is still going strong 55 years later. In 1988, Snopake began developing filing and presentation products made from polypropylene, launching Snopake Polywally – a colourful and long lasting alternative to the manila folder.  Today, as a market driver, Snopake continues to develop quality and innovation filing and presentation products as well as business office machines and writing instruments, selling their products in the UK and worldwide.

Prior to The Content Group’s involvement, one of the biggest challenges Snopake faced was integrating their invoicing processes with those of its larger customers, many of whom demanded that the two companies exchanged invoices and purchase orders both electronically, and in a prescribed format. Until recently, this format management and transformation was outsourced to an agency who managed the entire process through to sending the document to the end recipient. Although this ensured on time and ‘to specification’ completion, the fixed agency fee proved a costly process and prevented Snopake from developing any in-house expertise.

“The replacement of outsourced EDI was critical for us as it represented significant financial investment. By choosing to deploy the cost-effective Transform process in-house, we have eliminated the need for, and therefore additional cost, of outsourcing said John McHugh, customer services and systems manager. “This move will save us £15,000 a year. Furthermore, we will be able to use the new software to integrate multiple databases and automate and improve standard processes, ensuring better decisions are made, benefiting both us and our customers.”

Bottomline Technologies provides collaborative payment, invoice and document automation solutions to corporations, financial institutions and banks around the world. The company’s solutions are used to streamline, automate and manage processes involving payments, invoicing, global cash management, supply chain finance and transactional documents.

McHugh added: “In the past, if we won business that required us to trade electronically, this would entail additional costs, which was a severe drawback for a business of our size. With the new internal processes in place, we will be able to add new customers to our roster without any additional cost. In short, the new software and resultant processes will dramatically improve our profitability and business value.”

 The Content Group is a technology agnostic Enterprise Content Management (ECM) consultancy and solutions provider whose proven ECM Expert best practice methodology ensures successful ECM projects for their clients across the globe.

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docStar facilitates access through government contract

Federal agencies gain access through GSA Schedule 70

ECMplus – Document management specialist DocSTAR has just formed a strategic alliance with HMS Technologies, an established Service Disabled Veteran-Owned Small Business (SDVOSB) that integrates technology, business partners, and clients for success in both the Federal and Commercial environments.

Bill Kirkpatrick, senior vice president of HMS said “The streamlined abilities of this product will certainly play a vital role in the success and efficiency of software management.”

According to docSTAR, the alliance will provide a conduit for Federal and State agencies to purchase docSTAR’s document management software directly from the GSA Schedule 70 contract (GS-35F-0834R) at a discounted rate, eliminating time-consuming responses to complex RFP’s and lengthy negotiations.

“Our relationship, along with the GSA contract, supports docSTAR’s initiative to drive efficiencies in government and provide superior document management services at a competitive price” added Jeff Frankel, docSTAR vice president. “HMS has a long history of offering services that improve the speed, cost, accuracy and profits of its clients’ businesses. We’re honored to work with them.”

docSTAR’s document management solutions for Government agencies are designed to streamline operations and reduce the costs associated with managing paper documents. docSTAR recently announced the availability of MapConnect version 2.0, which combines the power of the Esri ArcGIS geospatial architecture with docSTAR’s award-winning document management software. MapConnect associates documents with geospatial features in any layer or a general geographic area. Users are able to instantly geo-link and view documents in real-time. The result is significant savings of time, resources and tax dollars.

“docSTAR MapConnect delivers immediate access to time sensitive documents by leveraging a government agency’s geographic information system (GIS) investment along with docSTAR,” said Frankel. “This can impact emergency response time as well as day to day operations inclusive of asset management.”

docSTAR features long-term document preservation, guards against theft, provides disaster protection and business continuity. Document authenticity is secured by the USPS Electronic Postmark (EPM) and compliance is supported for many regulations including the Governmental Accounting Standards Board (GASB-34) and National Pollutant Discharge Elimination System (NPDES).

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Filed under Document archiving & retrieval, Document Management, Document scanning & imaging, Forms management, processing, eForms, Records Management