ECM Best Practices Blog

All Federal IT Needs a Content Capture Strategy, Here's Why

Patty Johnson-Vazquez - Friday, April 28, 2017

Modernizing federal information technology is a far-reaching and possibly overwhelming task. There is limited budget for modernization, according to GAO data, but the upkeep of existing systems is essential. At the same time, a hiring freeze and accelerated retirement compound the potential for slower program and service delivery with a smaller workforce for program delivery.

Normally, technology is the logical answer for a mismatch between the amount of required work and the people available to do that work. But it isn’t just about transferring tasks to a technology tool, it’s about changing paper-based government processes to eliminate the tasks of government that only existed because it’s run on paper.

It’s also about taking our citizen interactions online, as they now expect, and reaping the efficiency gains that can drive.  Read More >

The Key to Successful Digital Transformation: Your Employees

Patty Johnson-Vazquez - Thursday, April 20, 2017

By: Glenn Gibson, director of product and solution marketing at Hyland
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What's the Weight of 1,000 Files?

Patty Johnson-Vazquez - Thursday, April 20, 2017

By: Sam Babic, associate vice president of Development of Hyland  Read More >

3 Things to Never Say to a Records Manager

Patty Johnson-Vazquez - Thursday, April 20, 2017

By: Terri Jones, Hyland's government marketing portfolio manager  Read More >

OAUG Collaborate 17 Recap: Photos, Giveaways, Parties

Patty Johnson-Vazquez - Monday, April 10, 2017

OAUG's Collaborate 17 Conference and Exhibition was an exciting week full of educational events and knowledge sharing. In between sessions, attendees from across the United States, and beyond, stopped by the Requordit booth to learn about transformative document management solutions, enter our giveaway and have some fun.   Read More >

Top 3 Workplace Concerns of Employees Using Unsanctioned Sharing Tools

Patty Johnson-Vazquez - Friday, March 31, 2017

Are your employees using file sharing tools that you don’t want them to use?

If so, you are not alone. In fact, 65 percent of organizations surveyed reported that they are aware that their employees are using unsanctioned file sharing tools, according to a new AIIM research report. And the fact that the other 35 percent said they are “not aware” of employees using unsanctioned tools is not necessarily reassuring, as this is not an indication that it’s not happening.

The issues revealed in this research report are all very real. In order of impact, these are the top concerns organizations have when comes to sharing content:  Read More >

Collaborate 17: 3 Things to Do at #C17LV

Patty Johnson-Vazquez - Thursday, March 30, 2017

COLLABORATE 17, the Technology and Applications Forum for Oracle users is next week, April 2-6 in Las Vegas! We're excited to join other IT professionals in a week full of knowledge and resource sharing. To do our part, we'll be positioned at booth #934 at the exhibitor showcase conducting live audits of procure-to-pay processes to discover simpler ways to help busy project managers and accountants automate their accounts payables.   Read More >

Can Strong Information Governance Policies Lead to Increased Employee Satisfaction?

Patty Johnson-Vazquez - Wednesday, March 22, 2017

Recently, I came across an article titled Creating a Culture of Information Management Excellence by the author of the Getting Information Done blog Russ Stalters. The concept of putting a heavy focus on information governance by incorporating it into company culture is intriguing.   Read More >

Case Management: Who's Utilizing it Across Industries?

Patty Johnson-Vazquez - Friday, March 17, 2017

“Case management?” you may ask. “Isn’t that a niche term for specific industries?”

A common misconception exists that case management only has a play in certain industries like social services, where it undeniably has long-time roots. However, over the past few years, case management software capabilities have provided value for a range of solutions across every industry and many types of work.

Let’s take a look at how the principles above connect seemingly unrelated processes, making them excellent candidates for a case management solution.

Contract management

All organizations have a need to store and manage contracts, amendments, key third-party information and other supporting content that defines relationships and obligations. Once approved and executed, contracts come up for review and renewal at specific time periods, requiring attorneys or contract administrators to update information and decide whether to renew, renegotiate or terminate agreements.

Audits can happen at any time, so organizations must always be prepared to provide timely access to contract information, documentation and a history of interactions.

Fraud investigation

When a suspicious transaction or some other event triggers the start of an investigation, investigators need to gather and organize all information and supporting content related to that target (client, organization, etc.). Next, they analyze and evaluate the evidence to make an effective decision: whether this is indeed a fraudulent transaction or just a false alarm.

Audits can happen at any time, so organizations must always be prepared to quickly show documented proof of all steps taken during an investigation to avoid fines and penalties.

Claims processing

When a customer makes a claim on a policy, the claims adjuster must review and assess the claim, gathering all related information – from underwriting decisions to claim history. The adjuster assesses all information – including first notice of loss documents, medical bills and correspondence – in order to make a decision on approving the claim.
Once again, audits can happen at any time, so insurance organizations must be prepared to show an audit trail and evidence that supports the adjusters’ decision process.

Medical credentialing

For each clinician a hospital or healthcare organization employs, it needs to collect, organize and store background information and all appropriate accreditations, certifications and licenses, as well as other details such as degree and continuing education information. That’s a lot of information. And these credentials must be assessed, updated and evaluated on a regular basis by credentialing specialists to identify any deficiencies.

As you guessed, audits can happen at any time, so all credentialing information and supporting documentation must be current and immediately accessible to avoid penalties.

In addition to sharing common requirements, these processes also share a legacy of ineffective handling via tools like Excel spreadsheets, email inboxes, disorganized network shares, paper files and antiquated Access and Lotus Notes databases.

  Read More >

ECM Enterprise: Top 3 Reasons Why ECM Would Boast Efficiency in Your HR Department

Patty Johnson-Vazquez - Friday, March 17, 2017

Every day, HR departments waste hours upon hours searching for, scanning, and refiling employee documents by hand. From managing new hire paperwork to maintaining employee files, it’s time to move beyond the constraints of paper in HR.

The best way to reduce the administrative burden of employee file management and audit preparation is by capturing and storing documents electronically in an enterprise content management (ECM) system. Managing employee files through ECM frees staff time to focus on the priorities that truly impact the employee experience, all while reducing the costs, time, resources, and risks associated with storing physical documents.

In fact, the right enterprise content management system will give you the ability to get rid of paper at the beginning of your processes by utilizing electronic forms. With the ability to control required fields, perform calculations and validate data as it’s entered, you ensure completeness at the point of entry. This speeds the hiring process, helping you identify and hire the best-fit candidates.

Still not convinced? Here are three more reasons why your HR department needs ECM:

  Read More >