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Tuesday, May 16, 2017

What is a Document Management System (DMS) and what are some of the salient facts I need to know before I invest?

The short answer is that a Document Management System is an efficient, cost effective way to store electronic documents and to later locate and retrieve those documents.  However, as with most things in life, the more details involved, the more the complex something becomes. Here is a way to understand what a Document Management System (DMS) can do for you and how it comes together.

The basic components can be broken down to 3 parts:
·       The input point.
·       The repository.
·       The retrieval point.

The input point is what it sounds like the entry point in which your documents will enter the DMS.  What is unique however is the “how it happens” and from where the documents originate. Documents typically enter into the DMS as electronic forms, (e.g. a PDF) or as paper documents which need to be converted into an electronic version by means of scanning.  When dealing with documents already converted to electronic documents from an organization's accounting/ERP system or from an outside source, the intake process usually starts by inserting the incoming PDF into monitored single or multiple folders. 

Then, according to the ultimate needs of an organization, the documents can be separated, grouped, identified, sorted and organized. This function is usually performed by a Document Scanning solution such as inFORM Decisions’ iCapture.  The software’s mission is to:
·       Monitor the folder or folders containing the documents.
·       Trigger the capturing process allowing the conversion of the documents into a PDF.
·       Handle the documents.
·       Pull data from the documents via OCR, ICR, or OMR.
·       Create metadata.
·       Migrate the data plus the PDF image to the next stage of your DMS.

The repository is another part of a DMS that does what it sounds like.  This is where your documents will come to be stored along with the associated metadata.  As you may have guessed, sounds too simple.  With increase in the number of different types of documents, volumes, security, and locations some planning may need to happen.  In many cases, different document types are stored in separate archives or indexed as separate archives.  This could prove useful in isolating sensitive documents which may have user access restrictions. Another consideration is the location where the documents will be stored.  Will it be in-house, in a data center, or in the cloud? Regardless of which storage choice works best for you, have a data recovery plan that includes mirroring the backup to an easily accessed off-site location.

Now that you have crossed off document capture and storage off your checklist, how are you going to retrieve your documents?  The options range from proprietary systems, to open source solutions, to solutions which are included along with your repository.  Depending on your business needs and platform, your choices may become simple.  For organizations using Microsoft365, leveraging the included SharePoint may be a solution.  If your organization takes advantage of the IBM i platform, using iView by inFORM Decisions is advantageous. If your organization needs a specialized system for your vertical business needs, then those options are available too.

DMS is an invaluable tool for tracking, managing and storing documents.   Here are three helpful tips to consider when deciding or looking for a DMS solution for your organization.

·       Document Searching: Because not all users are tech savvy, the search function should be intuitive and easy to use with options to sort and quickly bring up your document or choices of documents.
·       Leverage what you already use: Consider those systems that you can leverage with current systems and processes already being used in your organization.
·       Scanning:  A Scanning solution should have automation capabilities to make it as easy as possible to ingest documents with only minor operator assistance.  By the way, when considering a scanning solution, don't get hung up on the scanning hardware as a variety of manufacturers have good solutions.  The important part is the software since it will be doing the majority of the work.

For more information visit and send us your questions.

Wednesday, December 14, 2016

Why law firms prefer to utilize IFD’s capture software?

Similar to other companies, law firms have to face downward pricing pressure from clients together with tons of work that needs handling. If working in a law firm of legal department, you know there’re thousands of documents accompanying each and every case. This is forcing your organization to adopt new methods in daily processing that emphasize efficiency, enhanced loss prevention and the reduction of time and money. Meeting all these requirements, IFD’s capture software  is the ideal solution. Here are 3 outstanding features of iCapture that your law firm will appreciate:

1.  Document redaction.
Redaction is the familiar process in legal industry that may be cumbersome and time-consuming sometimes. But now, with the help of iCapture, the task of redacting information is as a piece of cake! IFD’s advanced pattern matching technology can quickly parse documents for the data and automatically redact it, drastically reducing the time spent to process documents.
2.  Integration with Case Management Systems
Perhaps you worry about moving documents from the document management system you’ve already implemented to the advanced capture software. It’s not a problem! iCapture integrates with more than 60 different systems, including several commonly used case management systems, like Concordance and Worldox. Also, our capture software can perform with most copiers and scanners on the market today.
3.  Automated Bates numbering
The manual Bates stamping process is extremely time-consuming, not to mention that it is vulnerable to human error, which can lead to setbacks. iCapture can perform automatic Bates stamping, providing an easy and accurate way to organize multipage documents.
Besides the outstanding features I mentioned above, iCapture also offers you huge benefits such as:
·      Eliminate the cost of document storage, free up office space and stop paying costly offsite storage fees.
·      Create efficiency and improve productivity
·      Automate any document scanning process
·      Standardized and make repeatable capture workflow
·      Confidential data is kept secure and compliance with regulatory agencies is maintained
·      Converting files to searchable PDFs helping you easily find documents
·      Integration with your existing infrastructure allows for a painless transition to paper-free processes
·      Automatic classification and indexing speeds up document processing
·      Improve security systems and control access
If you are still hesitating about benefits of IFD’s advanced capture software, why don’t you request for a demo and get real experience now?

Sunday, December 11, 2016

Signs that your business urgently needs a document capture system?

A Document capture system has become so prevalent to every organization that despite currently lacking such a system, you are probably aware of the tremendous benefits that it could provide. But do you know how to leverage and implement an advanced capture solution? Or take the best advantage of such a marvelous tool? Here are 5 signs that your business needs a capture system immediately:
1.  Being drowned in manual processes
We have worked with clients including large and small corporations and identified one great challenge that almost every business faces today. With focus on manufacturing and installation, they receive thousands of vendor bills and invoices each month, each of which was manually processed and had to be stored for decades. Investing in iCapture – the powerful document capture software from inFORM Decisions would allow any company to effortlessly process these invoices and store them in a digital archive, eliminating complicated, error-prone manual processing.    
2.  Costly and inefficient document storage
Normally, your company gets used to storing documents in a multitude of filing cabinets in your office space. Or, you may have endured a bad experience of storing files at a third party storage location and a spending great deal of money in fees each month. But forget all of these issues! IFD’s capture software could automate cumbersome processes and support your business on the way to going paperless.
3.  Low productivity and time-consuming operation
How many times have you or your Accounts Payable staff had to manually retrieve the requested files and then return them to the file cabinets. By implementing iCapture, your AP staff is now able to pull up any required document via an OCR engine for searchable PDFs. Your company can boost productivity at work and save great amount of time because your staff no longer has to spend hours manually retrieving physical documents from storage.
4.  Scattered information obstructs your business processes
For large corporations or companies which have multiple branches, dealing with physical contracts stored across its various locations could be a tough challenge. Investing in iCapture and the SharePoint solution allows your company to move your current contracts to a digital format, and automate the processing of all new documents. You now have full visibility of the business as a whole and are able to accurately forecast and make informed decisions for the company.
Does your company face any of all issues above? Contact inFORM Decisions now to get started with iCapture – a powerful solution for your company!


Thursday, December 8, 2016

4 key tips to facilitate user adoption of your document capture system.

Since you’re reading this post, you’ve probably purchased document capture software. But it’s not enough to just choose the right software, it’s also exceptionally important to step in the right direction and garner user adoption among your team members to project maximize the efficiency of your capture project.
Here are 4 key tips to stimulate user adoption of your capture solution:
1.  Start small.
Don't go in with the expectation of utilizing the solution in every department from the get-go. Narrow in on one or two departments which are in urgent need of document capture software and start there. This could limit the scope of any issues you may encounter and lower risks. Once the solution is well understood in that department and the staff is excited about the results, consider branching out to other departments.
2.  Get key influencers on board.
It's important to get the leadership team on board with the changes, but you should also work on getting buy-in from other strategic team members who are likely to spread the good word about positive changes. The employee from accounting whose job was just infinitely simplified or the human resources director whose onboarding process is now automated would be great influencers. The more they can share about their positive experiences with their co-workers, the more buy-in you are likely to have throughout the organization.
3.  Serious training.
It is extremely important that your staff is familiar with the software because they are the ones who directly experience and use it. Make sure that the right people are participating in the training for your new capture software and that they are devoting their full attention to the training. While a product like iCapture  is user-friendly, your organization will get the most out of it if the team members who will be using the software have been properly trained. If new people are going to begin using the software, or if your team could use a refresher on features, it might be worth investing in another training.
4.  Set specific goals and evaluate your progress.
Your goal of implementing document capture software has to meet all your requirements such as reducing processing time, department costs or storage space. Clearly outline your goal and make periodic assessments to determine if the solution is working and whether you need to make any changes.
Share your thoughts? Does your company need any extra help to speed up the process of implement capture software? Get in touch with the inFORM Decisions team today to see how we can help!

Monday, December 5, 2016

Key components contribute to a solid document capture bridge.

Document capture software bridges the gap between paper and digital content. The process of building a bridge that connects the two is not easy. It needs to be gradually built and requires a mixture of elements including a careful design and skilled professionals using a combination of strength, flexibility and cost-effectiveness. This post will help your company build a sturdy and reliable structure, creating a solid foundation for your document capture bridge:
1. Strength
Strength is the priority and most significant quality of an exemplary bridge. Environmental impacts like storms or floods may threaten the existence of a bridge unless it has a solid foundation. A weak bridge is at risk of succumbing, becomes less and less reliable over time and will eventually need to undergo major repairs or be replaced entirely. This is also true for document capture bridge. A sturdy and reliable capture system will be equipped to withstand the test of time. It will be built by a company with a high level of expertise and experience in the field that can provide strong, valuable support to its customers. It should have the functionality to perform a robust variety of tasks such as capture, data extraction, auto redaction, migration, etc as well as provide a high level of automation for those tasks. Furthermore, it should be able to perform a wide range of functions without compromising on quality. Its strength is not only in the expanse of its feature set, but in the caliber of its performance.
2. Flexibility: 
The workers building the bridge have to be flexible enough to work under all types of circumstances in order to complete the job on time without compromising quality. Flexibility is the must-have feature of document capture software in order to offer users the best possible service. It should be able to integrate easily with other systems from the Accounts Payable department to Legal and Human Resources.  It should also be capable of accommodating changes in your company’s needs.
3. Cost effectiveness
The most cost-effective document capture software may not be the one that comes at the absolute lowest price point, rather than the one that offers the best quality for the price point. No matter how inexpensive the product is, if it doesn't end up saving you significantly in the long-run and cannot perform exceptionally over time, it's not really the cost-effective option. The most budget-friendly option is the software that can both solve your company's document capture problem and minimize your business cost as well as increasing your overall productivity.

At inFORM Decisions, we know that your capture solution is an important investment in the future of your company, and we'd love to help guide you through the process of building the document capture bridge. If you desire to embark on the journey of increasing productivity and cost savings, contact us now!

Friday, December 2, 2016

Automate your Mailroom with document capture

The office mailroom today must handle more documents from more channels that require faster delivery to downstream systems than ever. It’s the place that accumulates both incoming and outcoming documents and gradually turns into a mountain of paper before you realize it.
Document capture software – iCapture could address this issue by capturing all data and information from any source and conveying the information to any downstream system or process. Below are some ways that automated document capture solutions can help your mailroom:
1. Speed up your cycle
You need to speed up the process of virtual batching, document scanning and data capture to reduce cycle times and deliver information to decision makers instantly.
 2. No need for sorting.
 When mail arrives the first task is sorting. This process can be time-consuming and cumbersome. With iCapture, your staff can scan mail when it arrives without having to sort or enter the document type. The Classification feature will automatically determine what type of document has been scanned and will automatically classify it as such.
3. Multiple locations aren’t a problem.
 iCapture offers you a system that allows scanning documents from multiple locations. With auto-import, this software can monitor hot folders for incoming documents and automatically ingest them into a workflow. If important documents like invoices or contracts are mailed to separate locations, they can still be processed at your company's headquarters or main office by the authorized administrators.
4.   Access mailed documents promptly
Mailroom backlogs can hinder progress and end up costing your business while you are waiting on a signed contract, order or invoice. With iCapture you no longer have to wait around for mail to be processed. No more missing out on prompt pay discounts or risking being penalized for late payments due to unpaid invoices backlogged in the mailroom for days. By automating mailroom capture, documents delivered via mail can be scanned and captured upon arrival and routed to your document repository promptly, so you can stay on top of the tasks that need immediate attention.
With this technology, why are you still hesitating to implement a document capture system? Pick up your phone and contact inFORM Decisions at (949) 709-5838 / (800) 858-5544 today!