Relying on paper-based processes and workflows can cost your organization a lot of wasted time and money. Between 2% and 5% of an organization’s files are lost or misfiled on any given day, and the amount of time spent searching for one lost document can add up to $120 in labor. Each four-drawer file cabinet holds an average of 10,000-12,000 documents and takes up 9 square feet of floor space, costing your organization $1,500 per year.
By leveraging the right technology, your organization can significantly reduce the amount of time spent to locate documents and the costs associated with storing and retrieving documents.
What is Enterprise Content Management?
Enterprise content management (ECM) helps businesses digitize documents and automate document-driven processes, allowing the right people to access the right information at the right time - in any location. In general, ECM is an umbrella term for the technology, strategy, and method used to capture, manage, access, integrate, measure, and store information.
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Handling too much paper or unstructured information that causes bottlenecks when trying to process, access, or store business information often leads to businesses determining they need a dynamic, strategic ECM solution. Common information and document challenges that customers face involve regulatory compliance, dealing with different document versions that contain critical business information, productivity issues, losing track of documents, slow business and workflow processes, and managing too much paper.
What is OnBase?
OnBase is a single enterprise information platform for managing content, processes, and cases that transforms businesses by empowering them to become more agile, efficient, and effective. Recognized as a market leader in ECM, OnBase manages content from the point of inception all the way through the information lifecycle until final archival and destruction.
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OnBase Platform Strengths
OnBase has six core strengths which include the following:
1. Capture
Managing your business’s content starts with capturing and importing your information into a secure digital repository. Any type of document can be uploaded into the system including invoices from vendors, resumes from job applicants, contracts, reports, and more. You can capture these documents by using electronic forms, scanning paper documents, through digital content such as Microsoft Office documents, PDFs, photos, and videos, and automatically filing and categorizing documents from servers, MFPs, and other shared locations.
2. Manage
OnBase allows you to automate the predictable, repeatable parts of your processes to eliminate manual tasks like photocopying and hand delivery. You are able to automatically route documents to the right people at the right time, alert employees when documents require their attention, and recognize errors before they become problematic.
3. Access
Once you have captured your documents and information in OnBase, your content can be easily accessed from intuitive software in the office, on your mobile device while on the road, while online, or while offline. This gives you the ability to find any document using full-text search, identify specific keywords or phrase within document text, metadata, annotations, and entry names, and use preset search options to search documents by creation date, names of users, and other metadata.
4. Integrate
With OnBase, you are able to integrate documents and data to the transactions and activities in other applications. OnBase allows you to leverage information from other applications to automatically launch processes in OnBase such as composing documents, filling out forms, or triggering business workflows.
5. Measure
OnBase gives you real-time insights into the status of your processes and system performance to help you make better decisions and take action when needed. OnBase may also facilitate audits and support compliance initiatives by identifying the existence and accuracy of information.
6. Store
Robust in nature, OnBase allows businesses to securely store, protect, and destroy business-critical documents and information. Businesses are increasingly relying on ECM systems to optimize records management practices and protect against risk; OnBase provides customizable security settings to allow organizations to protect information from unauthorized access or modification.