Achieve noticeable productivity gains with an Enterprise Content Management (ECM) system. Our out-of-the-box, custom ECM systems are designed to help you reduce document processing times and provide authorized users with direct access to all customer-related data and documents.

Enterprise Content Management systems are cost-effective investments for most organizations. Organizations whose work functions include processing paper or electronic documents can achieve significant productivity improvements and cost savings. ECM systems help organizations provide superior customer service by reducing processing times and providing direct access to all customer-related documents and data.

QFlow Systems® implements ECM systems that include one or more of the listed capabilities.

 Business Process Management

Automated workflow is often implemented with Enterprise Content Management systems. In many organizations, paper forms and folders are passed from worker to worker to be processed. With ECM systems, document images are electronically routed to workers who perform their work while viewing an image of the paper rather than the paper itself. This allows work to be balanced among processors. It also allows managers to view the status of work, and track productivity and customer response statistics.

Document Imaging

Document imaging systems scan paper documents to create electronic images (like pictures). Rather than filing paper documents in file cabinets, organizations store their electronic images on computer systems. Individual documents or files can be instantly located by entering index information (e.g. social security number or account number) using an on-line query screen. The system displays the documents and related data.

After the paper has been scanned and indexed, it is stored temporarily and then destroyed rather than being stored permanently in file cabinets. ECM software stores scanned images as industry-standard TIFF or PDF files. It also stores electronic files in their native format such as Word Documents (.doc), Excel Spreadsheets (.xls), Adobe Acrobat Files (.pdf), Text Files (.txt) or any other electronic format. This allows the imaging system to store and organize all forms of communication with customers, vendors, or employees in electronic folders. The imaging system enforces the organization’s security policies so that users may only access files they are authorized to view.

Electronic Document Management

Electronic document management provides controlled management of electronic documents and files (e.g. Word, Excel, PowerPoint, Text etc.). Document Management systems serve as a common electronic filing cabinet that users share.

Users can add new documents and check-out, edit and check-in existing documents. The system automatically creates new versions of documents and saves older versions with an audit trail of who made changes. To find a document, users enter values for index fields like social security number or search for documents based on the content in the documents. With a common enterprise-wide document management system, documents are secure and available to all authorized users regardless of their location. The document management system enforces the organization’s security policies so that users may only access files they are authorized to view.

Records Management

Most organizations need to manage the document lifecycle process with an automated records management system. Records Management systems track documents from the moment they are declared as records until they are destroyed. Records management packages ensure that the retention of an organization’s records are compliant with business policy and government regulations.

Application Integration

Enterprise Content Management applications must often be integrated with Line-of-Business applications or data to maximize the productivity of business users. QFlow Systems® consultants have the technical expertise to provide the necessary level of integration.