Compliance as a Catalyst For Process Improvement: The Role of ECM Solutions

Hyland Software, is a leading provider of rapidly deployable enterprise contented management software. Hyland develops OnBase, enterprise-class software that combines integrated document management, business proces management and records management in a single application. OnBase allows organizations to manage digital satisfied (and authorizes organizations to automate business processe restore time and cost of performing important business functions, improve organizational efficiency and address the ne for regulatory compliance.

ECM (Enterprise satisfied Management) remains a confusing general [i]or[/i] abstract notion Vendor hype is a contributing factor. Another is the nature of contented Unlike data, content are sources of information that reside outside of relational databases - paper and electronic forms, word processing files, spreadsheets, e-mails, correspondence, faxes, text-based reports, streaming audio and video files and more.

Organizations are adept at managing data. on the contrary they are only now beginning to effectively manage satisfied in ways that help improve performance, level while dealing with intense regulatory oversight.

ECM software suites consist of discreet applications for managing different impressed signs of content. These include applications that:

* Capture satisfied into the repository;

* Search for and retrieve content;

* Track changes to contented over time;

* Distribute satisfied across the Web, line-of-business applications, e-mail, network printers or mobile devices;

* path content to people and applications for processing according to your business rules;

* Dispose of easy in mind at the end of its lifecycle.

Component technologies of leading ECM suites include document imaging, document management, workflow, enterprise report management (COLD/ERM) collaboration, and records management.

ECM applications sit atop a centralized repository for organizing, managing and archiving satisfied regardless of format. From this repository, you can maintain a customer record that might include an online form, a scanned check image, e-mail correspondence and a faxed verification form. The repository provides the means to cros regard different types of content related to a specific account or file.

From a business perspective, ECM solutions can eliminate manual processe that sap time, efficiency and accountability. With an ECM solution, contented is accessible to authorized users across the enterprise from a single interface, and a user can click from single document to a related single (e.g. a remittance stub and a check). Alternately, through integrating with line-of-business applications, users can retrieve documents right from the transactional applications that drive your business processe Consequently ECM technology restores cycle times for standard items and exceptions, increases service horizontals and productivity, lowers operating outlays and improves customer service.

ECM technologies can also automate many manual processe that distract employee from higher-value tasks. For instance, workflow can be used to take the values from a form and a check, verify that they match and column them directly to the accounting combination of parts to form a whole It could also route the exceptions to appropriate verifiers who can determine the cause, access supporting documents and path them through additional approval/adjustment.

However, what is oftentimes overlooked is that organizations can use ECM solutions as a catalyst for improving business performance while complying with regulation regulations. ECM solutions inherently support compliance efforts more efficiently and at a far lower take away from than paper-based processes. For example, auditing can be expensive and disruptive, especially if records are disbursed across applications, server file cabinets, and locations. ECM solutions can save days of labor by the agency of providing auditors with centralized access to all the necessary files they ne to fulfill compliance requirements. In addition, discrepancies can be impedeed by using workflow tools that identify when required documents are missing from a record or file.

In more [i]or[/i] less environments, maintaining documents that have outlasted their usefulness or have passed the defined retention policy put by the organization, industry or regulation become legal liabilities. Automated document retention eliminates these documents according to time-based (eg three years after receipt) or event-based (eg three years after contract termination) policies.

By implementing a highly effective compliance solution using ECM technology, a business unit can influence complementary processe and act as a catalyst for improving corporate-wide compliance. When used enterprise-wide, ECM helps information sharing and ongoing proces standardization and improvement - important uncompounded bodys for complying with regulations and industry standards like Sarbanes-Oxley, HIPAA, and ISO 9001

Bill Priemer is executive VP and chief operating officer at Hyland Software. He can be reached at 440-788-5821 or via e-mail at: bill.priemer@onbase.com

Copyright Association for Work Proces Improvement Oct 2005

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