For most organisations, there are a number of levels of Document Lifecycle Management Systems (DLMS) integration that can work and deliver process improvements. However, it is important to understand the complexity and maintainability of the DLMS solution.There are different ways of achieving integration and some are easier than others. You will certainly need to discuss with your DLMS solution provider and possibly the host system provider to determine what is and what is not possible. The next couple of blog posts will discuss some options that you can consider.

Database Lookup

The easiest solution is if the host system uses an open ‘industry standard’ database so that validation and automatic indexing can be achieved relatively easily. Normally, all that is required is some basic knowledge of the database schema and authentication details to the database. In order to maintain systems integrity, the DLMS  should be given a ‘Read Only’ view of the database tables in the host database. Where the DLMS needs to update the host system, then  use the host system’s API. If this is not available then it is important to ensure that the DLMS has the support and approval of the host system provider.

Screen Scrape

Screen scraping is an option for those applications that present information through their user interface in a structured field layout. The relevant fields are identified on the screen and these are then used to automate a search in the DLMS. This technology is commonly referred to as “Screen Scraping”. The benefit of screen scraping is that it provides quick and easy Document Enabling of the host system without software development. The DLMS can be “trained” to recognise different screens in the host application. If the screens change (due to a new version of the host software) it can usually be “retrained” in a matter of minutes. In order to activate screen scrape the user usually presses a preconfigured hot-key and the DLMS will locate the documents relating to the information displayed.

How JMR Consulting UK Ltd Can Help Your Business

Compare the potential business benefits of an integrated solution against the cost of undertaking the integration, i.e. don’t integrate just for the sake of it, and ensure that there is a quantifiable business benefit. JMR Consulting UK Ltd has core software development and project management expertise based on its Financial Services heritage and 15 years of operating in the Finance and IT sectors. Over this period, JMR staff have developed key project management and implementation programs and a constant focus on our service philosophy which is at the core of JMR’s business operation. We provide high calibre solutions and professionals that you would expect from the “Big Five” but at rates that are commensurate with smaller IT consultancies or agencies.

This post was written by Anthony Burke. Anthony is an experienced tech and digital marketing professional passionate about social technology and social media. He is an expert at using Internet technology to implement compelling digital marketing solutions to connect, convert, retain and develop customers in multi-channel environments. Connect with Anthony on LinkedIn.

Use the DLMS to Drive Your Business Processing

One of the most important advantages of an integrated document lifecycle management system (DLMS) is that you can use the system to integrate your business processes by building these around document driven actions and updates. Document driven actions and updates can be a key business benefit. In this way you can use the DLMS to automate some workflow process. For instance, an invoice approval or project document approval process. During the approval process additional information about the document can be captured. The host system may also need to be updated during the process in order to reflect an event, like an Invoice or a project document being approved or released.

You can implement the DLMS so that it is actually the start of a business process. For example, when a new document is created or an incoming document is scanned. This may need to trigger an event or a transaction in the host system. So it is important that the DLMS has the capability to initiate this. This is where integration efforts between the DM and the host system will pay off long term.

Why Integration for the Document Lifecycle Management System is Key

The term ‘integration’ means different things to different people and there is a lot of room for ambiguity so it is important to be specific when asking for integration. Compare the potential business benefits of an integrated solution against the cost of undertaking the integration, i.e. don’t integrate just or the sake of it, and ensure that there is a quantifiable business benefit!

What JMR Consulting UK Ltd Can Do For Your Business

JMR Consulting UK Ltd has core software development and project management expertise based on its Financial Services heritage and 15 years of operating in the Finance and IT sectors. Over this period, JMR staff have developed key project management and implementation programs and a constant focus on our service philosophy which is at the core of JMR’s business operation. We provide high calibre solutions and professionals that you would expect from the “Big Five” but at rates that are commensurate with smaller IT consultancies or agencies.

This post was written by Anthony Burke. Anthony is an experienced tech and digital marketing professional passionate about social technology and social media. He is an expert at using Internet technology to implement compelling digital marketing solutions to connect, convert, retain and develop customers in multi-channel environments. Connect with Anthony on LinkedIn.

We looked at three types of integration items that could be addressed when you implement a DLMS:

Types of Integration for Document Lifecycle Management Software

Validation of Data for Document Lifecycle Management Solutions

Automatic Indexing for Document Lifecycle Management Systems

Here in this post we will cover another two topics - assisted document capture and document generation by the document lifecycle management system or software.

Assisted Document Capture

Documents arrive at businesses in different ways and sometimes require scanning and indexing in relation to a transaction in the host system, like a newly received invoice. In order to avoid manually entering the document indexes when scanning there are alternative ways to automate the process. If the transaction has a unique reference this can be hand written onto the document and then used by the  auto indexing integration described in the previous post to semi-automate the indexing process when the document is scanned.

Bar code Labelling

If a barcode label can be printed from the host transaction screen this can be fixed to the document and read automatically. Hence, removing the need for manual indexing. Bar codes have other benefits, eg the bar code can also be used to separate documents with multiple pages so the scanning process is more efficient.

Document Generation

Even today, it is still  surprising how many businesses print documents or emails and then scan them in – yes they still do! This is a huge waste of paper and  printing costs and is very inefficient. Ideally, there should be a mechanism for saving documents generated by the host system into the DLMS  without the need to print and scan. This can usually be achieved in its simplest form by using a print driver that creates an image (usually a PDF) of the document which is then saved to the DLMS system. Automate the process so the users do not need to select how the printed document is indexed. Even if this is not possible and the document requires manually indexing, this is still better than printing and scanning.

So two automation ideas here that we hope will get you thinking about how you can more integrate your DLMS with normal business processes and current systems that you use in your business. More in the next blog post, so watch this space!

What JMR Consulting UK Ltd Can Do For Your Business

JMR Consulting UK Ltd has core software development and project management expertise based on its Financial Services heritage and 15 years of operating in the Finance and IT sectors. Over this period, JMR staff have developed key project management and implementation programs and a constant focus on our service philosophy which is at the core of JMR’s business operation. We provide high calibre solutions and professionals that you would expect from the “Big Five” but at rates that are commensurate with smaller IT consultancies or agencies.

This post was written by Anthony Burke. Anthony is an experienced tech and digital marketing professional passionate about technology and social media. He is an expert at using Internet technology to implement compelling digital marketing solutions to connect, convert, retain and develop customers in multi-channel environments. Connect with Anthony on LinkedIn.

Clearly, a well integrated DLMS will provide far better benefits to most companies than standalone systems which inevitably are more error prone, difficult to implement properly double keying and are dependent on the personal vigilance of the users or operators.

Types of Integration for Document Lifecycle Management Software

So, what does document lifecycle management integration really mean?  Inevitably, there are different perceptions of what integration means. There are a number of levels of integration which can provide process improvements. However, it is important to understand the complexity and maintainability of the document management integration solutions. Here we are going to list out, in the subsequent blog posts, some of the main lifecycle integration features that are available to organisations when they choose a solution.

Validation of Data for Document Lifecycle Management Solutions

First and foremost, we need to implement a simple form of integration to ensure that all the information being used to index documents is valid and relates to the host business system. A simple example is to make sure that ‘Supplier Name’ matches one of the suppliers in the host system. Normally this is achieved through defining some form of database validation between the field in the DLMS and an equivalent field in the host system. This is an important first step to make sure that your data is valid across systems and not a step to be skipped in the rush to get your document lifecycle management software up and running!

Automatic Indexing for Document Lifecycle Management Systems

Make your data validation as automated as possible and reduce the amount of data entry needed. Implement a process for consistent and accurate indexing and provide a wider range of searchable fields for retrieval. Normally you can achieve this by entering a key field as a document index which is then validated against the host system. In addition related fields are retrieved from the host and used to index the document. Using the example from above a ‘Supplier Name’ is entered and validated but additionally the supplier’s code, postcode and phone number are retrieved and used to index the document. The document lifecycle management system can now locate the document by using these additional fields and no additional effort had been spent during the indexing process.

What JMR Consulting UK Ltd Can Do For Your Business

JMR Consulting UK Ltd has core software development and project management expertise based on its Financial Services heritage and 15 years of operating in the Finance and IT sectors. Over this period, JMR staff have developed key project management and implementation programs and a constant focus on our service philosophy which is at the core of JMR’s business operation. We provide high calibre solutions and professionals that you would expect from the “Big Five” but at rates that are commensurate with smaller IT consultancies or agencies.

This post was written by Anthony Burke. Anthony is an experienced digital marketing professional passionate about technology and social media. He is an expert at using Internet technology to implement compelling digital marketing solutions to connect, convert, retain and develop customers in multi-channel environments. Connect with Anthony on LinkedIn.

Document Lifecycle Management  Softwar

An example of systems or business workflow integration is document enabling  line-of-business applications (Accounts Payable, Projects, HR) to provide access to the documents relating to the transaction, capture of documents, approval of documents, control of documents, reporting of progress (Project Documents, Invoices, Applications etc) and also updating of the main integrated business system.

In many cases the users continue to use the core business system and the Document Lifecycle Management System remains hidden from the users until it is called into play by a level of integration. Typically an integrated Document Lifecycle Management Solution will provide far greater benefit to an organisation than a standalone one. However, the benefits there can also be substantial. The result of integration is generally a more rapid Return on Investment (ROI).

Types of Document Lifecycle Management Integration

Inevitably different people have different perceptions of what integration means. Simply asking ‘Does your system integrate with xyz’ is not sufficient to define the requirements. Start from the beginning and make sure you understand what functionality is needed from the integration and ensure that the system can deliver on the business integration that you need. There are a number of levels of integration which can provide process improvements. However, it is important to understand the complexity and maintainability of the solution and this we will discuss in a series of subsequent blog posts so come back as we post more updates to this blog posts and deal specifically with the types of integration that you can consider. Not everyone will be right for every business but there will be some good examples for you to consider.

JMR Consulting UK Ltd

JMR Consulting UK Ltd has core software development and project management expertise based on its Financial Services heritage and 15 years of operating in the Finance and IT sectors. Over this period, JMR staff have developed key project management and implementation programs and a constant focus on our service philosophy which is at the core of JMR’s business operation. We provide high calibre solutions and professionals that you would expect from the “Big Five” but at rates that are commensurate with smaller IT consultancies or agencies.”

This post was written by Anthony Burke. Anthony is an experienced digital marketing professional passionate about technology and social media. He is an expert at using Internet technology to implement compelling digital marketing solutions to connect, convert, retain and develop customers in multi-channel environments. Connect with Anthony on LinkedIn.

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Document Lifecycle Management Challenges

Each phase (the capture, record, view, deliver, manage, process, store and archive) is integral to the document lifecycle and each phase poses potential challenges. Electronic document management systems (EDMS) have expedited the document lifecycle processing but have also introduced unforeseen challenges. Companies must share information quickly yet many have no control over the external partner or client’s operating system. Bandwidth issues can also slow down the viewing process or impede it altogether. These are just two obstacles that can hinder your efficiency and steal your time, there are others!

In Business – Time is money!

Excessive time spent processing documents means more expense and less profit. Since viewing and conversion are integral to every step of the document lifecycle, the right viewing/conversion technology can save you time and money. Your document lifecycle software needs to provide fast and accurate conversion, high-speed viewing, and clean-up and manipulation solutions for your documents and images in a secure environment.

Document lifecycle software should focus on streamlining document processing through each step of the document lifecycle. Use them to ensure content access, reduce storage expenses and meet industry compliance regulations. Good viewing and conversion technology will increase efficiency, reduce processing time and simplify the collaboration process. Discover how Snowbound’s solutions can not only meet document-processing challenges, but accelerate each phase of the document lifecycle.

The JMR Consulting UK Solution

JMR Consulting UK Ltd has core software development and project management expertise based on its Financial Services heritage and 15 years of operating in the Finance and IT sectors. Over this period, JMR staff have developed key project management and implementation programs and a constant focus on our service philosophy which is at the core of JMR’s business operation. We provide high calibre solutions and professionals that you would expect from the “Big Five” but at rates that are commensurate with smaller IT consultancies or agencies.”

This post was written by Anthony Burke. Anthony is an experienced digital marketing professional passionate about technology and social media. He is an expert at using Internet technology to implement compelling digital marketing solutions to connect, convert, retain and develop customers in multi-channel environments. Connect with Anthony on LinkedIn.

Most modern businesses are data intensive organisations and much of this data is held in documents. For example, take the example of the insurance business. Insurance is an extremely document-intensive business with  many external forms, letters, proposals, claims documents etc, that are critically important to the business. It is essential for insurance administrators, agents, managers and executives to be able to quickly access and act on documentation like claims, referrals, scans, email, contracts, and other related messages. All the insurance companies that we have worked with also generate a huge amount of internal documents – many that are project related.

A Document Lifecycle Solution Can Help Solve Many Business Problems

The days of lost documents, poor version control and poor compliance are over – thanks to document lifecycle solutions and software. An effective Document Lifecycle Solution can help insurers operate in multiple locations, support employees that work remotely, meet compliance requirements, reclaim office space, and solve a wide range of business problems. Many features of a Document Lifecycle Solution will enable insurance companies—both small and large—to enhance efficiency, boost productivity, increase profitability, and improve client satisfaction, and overall business risks reductions.

Here are some key questions that your insurance business needs to be able to answer:

• Do you have the right version control on the documents?
• Can you ensure the right access structure to all contractual documents?
• Are you alerted on document delays?
• Are you dependent on single point of failures to manage the process?
• Do you ensure the right templates?
• Will you store all documents for the required period after the project?
• Can you find a specific document effortlessly?
• Are documents produced in a consistent and quality way?
• Can you cope with increased volume?

How Can JMR Consulting UK Ltd Help You?

JMR Consulting UK Ltd has core software development and project management expertise based on its Financial Services heritage and 15 years of operating in the Finance and IT sectors. Over this period, JMR staff have developed key project management and implementation programs and a constant focus on our service philosophy which is at the core of JMR’s business operation. We provide high calibre solutions and professionals that you would expect from the “Big Five” but at rates that are commensurate with smaller IT consultancies or agencies.”

This post was written by Anthony Burke. Anthony is an experienced digital marketing professional passionate about technology and social media. He is an expert at using Internet technology to implement compelling digital marketing solutions to connect, convert, retain and develop customers in multi-channel environments. Connect with Anthony on LinkedIn.

Insurance is an extremely document-intensive business. For most insurance companies nearly all of the various business  forms, letters and claims documents are all important business information. Therefore, it is also critical for all types of insurance employees – administrators, agents, IT and executives to be able to quickly access and act upon documentation like client communications, claims, referrals, scans, email, contracts, and messages. They also need to be secure that they and the client are looking at the latest version of the document and that key business documents are held and stored securely.

The Importance of Document Management Lifecycle Software

The days of lost documents, poor version control, and spotty compliance are over, thanks to document management lifecycle software. It can help insurers operate in multiple locations, support employees that work remotely, meet compliance requirements, reclaim office space, and solve a wide range of business problems.

In some of our recent blog posts we have discussed the many features of a document management lifecycle system that enables insurance companies – both small and large – to enhance their efficiency, boost their productivity, increase profitability, improve client satisfaction and reduce overall business risks.

These posts covered large ticket items like business benefits, risks and implementation tips on how best to consider and implement a document management lifecycle solution into your business. You can find these blog posts here:

Benefits of using Electronic Data Management Systems

The invisible cost of finding and managing information

How to work more collaboratively

How to improve disaster recovery

How to reduce operating costs

Electronic Data Management System implementation

How to choose a software supplier

How JMR Consulting UK Ltd Can Help Your Business

JMR Consulting UK Ltd has core software development and project management expertise based on its Insurance  and Financial Services heritage. We have over 15 years of operating in the Finance and IT sectors. Over this period, JMR staff have developed key project management and implementation programs and a constant focus on our service philosophy which is at the core of JMR’s business operation. We provide high calibre software and business solutions and professionals that you would expect from the “Big Five” but at rates that are commensurate with smaller IT consultancies or agencies.

This post was written by Anthony Burke. Anthony is an experienced digital marketing professional passionate about technology and social media. He is an expert at using Internet technology to implement compelling digital marketing solutions to connect, convert, retain and develop customers in multi-channel environments. Continue the conversation and connect with Anthony on LinkedIn and Twitter.

Anthony Burke

As we have discussed in the last six posts on electronic data management systems that all businesses face an increasing avalanche of documents and information. In this series of blog posts we have discussed how this information can be contained in correspondence, emails, reports, spreadsheets and official forms. Depending on the nature of your business, this information may be supplemented by large client files. The importance of this information to your business and your clients, together with an ever increasing set of regulatory obligations and scrutiny, make it vital that this information is stored securely. We have highlighted that accessing the information stored in these many forms of documents and communications can come at a very high price.

Electronic Data Management System Goals

The goal of a paperless office continues to get nearer and nearer because of the ever increasing popularity of electronic document management systems (EDMS). Electronic Document Management Systems make digital copies of every document,  and we have discussed that with the right operational processes and technology in place from the time documents enter the organisation, the digital version of the document can be stored and filed for future use.

Benefits of Electronic Data Management Systems

The benefits of of implementing an electronic data management system are numerous and the main ones that we have discussed in the series of blog posts are:

Easy Access - From the moment the document is scanned, it becomes accessible from any computer by an authorised employees.

Searchable Text – Text is stored with the document thus creating a file that can be searched by any employee.

Cost Savings – The switch to electronic documents can be a tremendous cost-saving opportunity for most companies.

Security – The difficult task of securing confidential information is simplified with a digital document management system.

JMR Consulting UK Ltd Can Help Your Business

JMR Consulting UK Ltd has core software development and project management expertise based on its Financial Services heritage and 15 years of operating in the Finance and IT sectors. Over this period, JMR staff have developed key project management and implementation programs and a constant focus on our service philosophy which is at the core of JMR’s business operation. We provide high calibre solutions and professionals that you would expect from the “Big Five” but at rates that are commensurate with smaller IT consultancies or agencies.

This post on Electronic Document Management Systems was written by Anthony Burke. Anthony is an experienced digital marketing professional passionate about technology and social media. He is an expert at using Internet technology to implement compelling digital marketing solutions to connect, convert, retain and develop customers in multi-channel environments. Connect with Anthony on LinkedIn or start a conversation on Twitter.

1. How can your solution be customised to the needs of our business?

Flexibility is key and any document management system should be configurable so that it can be tailored to your specific business requirements. For example, in built functionality for managing records is usually an extension to most document management systems. This allows you to set dates for retention reminders, possibly including automated actions to remove, archive or flag up activities on documents.

2. How will your EDMS solution integrate with our current and planned business software?

An EDMS solution should work with your current business software. You want to be able to get full return on your investment and maximise improvement in your operational processes and activity. So make sure that your choice of EDMS software will work alongside or tightly integrate with your key business software so that it fits with the way that you work. For example, any outputs from your key business software and other applications you use should be captured automatically. Can the EDMS solution capture every email and all document outputs from your business software.

3. What help can you provide to minimise risk on document retention?

You need to be concerned about the type of documents, emails etc, that will be retained. Inevitably, there are some documents and emails that simply must be preserved. Depending on your business, records will need to be retained for many years. Typically, for financial information this is 6 years, although there are categories of documents that may need to be stored for 12 years. The use of email is still growing and you don’t want to place a strain on your email infrastructure by retaining every single email, just in case. However, neither do you want to delete anything that then becomes worryingly significant at a later date.

Your EDMS solution provider should be able to help you to set the right strategy that protects your business and your clients and should have expertise to help you devise practical working policies with a series of rules that takes decisions on retaining data out of the hands of individuals and establish a business-wide framework that is consistently followed across your business.

4. Who have you already implemented EDMS solutions for?

Validate your decision with other businesses in your network. Ask the provider for reference sites and follow these up. Look for endorsement by any professional bodies, networks and forums that are relevant to your business.

How JMR Consulting UK Ltd Can Help Your Business

JMR Consulting UK Ltd has core software development and project management expertise based on its Financial Services heritage and 15 years of operating in the Finance and IT sectors. Over this period, JMR staff have developed key project management and implementation programs and a constant focus on our service philosophy which is at the core of JMR’s business operation. We provide high calibre solutions and professionals that you would expect from the “Big Five” but at rates that are commensurate with smaller IT consultancies or agencies.

This post on Electronic Document Management Systems was written by Anthony Burke. Anthony is an experienced digital marketing professional passionate about technology and social media. He is an expert at using Internet technology to implement compelling digital marketing solutions to connect, convert, retain and develop customers in multi-channel environments. Connect with Anthony on LinkedIn.