Achieve noticeable productivity gains and improve customer service with an Enterprise Content Management (ECM) system.
Enterprise Content Management systems (ECMs) help organizations provide superior customer service by reducing processing times and providing authorized users direct access to all customer-related documents and data. Organizations that process a significant amount of paper or electronic documents can achieve significant productivity improvements and cost savings with an ECM system.
QFlow Systems® implements ECM systems that include one or more of the listed capabilities.
- Business Process Management
- Document Imaging
- Electronic Document Management
- Records Management
- Application Integration
Business Process Management
In many organizations, paper forms and folders are passed from worker to worker to be processed. Business Process Management uses automated workflows to route document images to workers electronically, allowing them to view an image of the paper rather than the paper itself. This reduces bottlenecks and also allows managers to view the status of work, as well as track productivity and customer response statistics.
Document imaging systems scan paper documents to create electronic images (like pictures). Rather than filing paper documents in boxes or 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 then displays the documents and related data.
After the paper has been scanned and indexed, it is stored temporarily and then eventually 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 tracking who made which 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.
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.
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.