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Intelligent Document Management in businesses and e-Administration

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Some 60% of organizations that decide to implement a document management or ECM platform system do so mostly to find a solution to the chaos of information management, more than for any other important reason, such as cost reduction.

This is because, these days, the information overload that exists inside organizations is one of the gravest problems detected in the information society. The excess of information coming into an entity, as a consequence of the massive increase in sources of information (among other aspects) causes the growth of the volume of information to be well above the development capacity that the human resources of any organization can usually count on.

Athento is an ECM solution which is built starting from experience gained from classical management, and which adds a fundamental factor for success: a system of intelligent management.

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Intelligent Document Management in businesses and e-Administration

  1. 1. understanding documentsIntelligent Managementin businesses ande-AdministrationAthento versus the problems and needsof document and content management faceddaily by businesses andgovernment e-administrationFebruary, 2013
  2. 2. understanding documentsProblems, needs and valuesDocument management has traditionally beenunderstood as the development of techniquesbased on physically working with paper, or withclassical ECM platform for business, such asMicrosoft’s Sharepoint, IBM’s FileNet, Oracle’sUCM, OpenText or Documentum by EMC, all ofwhich were meant to classify, archive, search,create versions of and share documents.Recently, a number of new companies haveappeared on the tech market. The main objectiveof these companies has been to bring documentmanagement solutions to other companies,offering more competitive pricing, without sacrifi-cing quality, as is the case with Documentum,Knowledgetree or Nuxeo. These solutions, howe-ver, are still based on classic document manage-ment techniques: they all require human interven-tion for certain activities, such as classifying docu-ments, or starting the process of working with adocument.Some 60% of organizations that decide toimplement a document management systemdo so mostly to find a solution to the chaos ofinformation management, more than for anyother important reason, such as cost reduction.This is because, these days, the information over-load that exists inside organizations is one of thegravest problems detected in the informationsociety.The excess of information coming into an entity, asa consequence of the massive increase in sourcesof information (among other aspects) causes thegrowth of the volume of information to be wellabove the development capacity that the humanresources of any organization can usually counton.In effect, although many organizations are alreadyusing some sort of management solution thatallows them to share and organize documentation,more than 40% of them think that their electronicinformation (with the exception of e-mails) is nottotally accessible, correct or trustworthy. This is sotrue that 60% of organizations say that it’seasier to find useful information on the internetthan in their own systems.It’s obvious that this type of problematic situationcan’t just be solved with the implementation ofdocument management software alone. It alsorequires the design of specific (and costly) strate-gies for the management of information at the busi-ness level. That means including tasks such as thedesign of metadata within a taxonomy, establishinga classification table, designing and creating aprototype for the intelligence of the business, or thedesign of an architecture oriented towards servi-ces, for example.Athento is an ECM solution which is built star-ting from experience gained from classicalmanagement, and which adds a fundamentalfactor for success: a system of intelligentmanagement.Such a system allows us to make use of classifica-tions and distributions of documentation automati-cally. That means that tasks like initiating procedu-res or the classification of them does not requirehuman intervention.CATEGORIZE AND STORE YOUR DOCUMENTSAUTOMATICALLY.INFORMATION IS AVAILABLE 24 HOURS A DAY,EVERY DAY.
  3. 3. understanding documentsIs the Athento platform for me?In a recent study conducted by AIIM, where orga-nizations of all size (from eleven employees to wellover 10,000) and from all sectors of government(local, regional and national), business (finance,telecommunications, manufacturing, education,engineering, health, IT, transport, construction,etc.) and different areas (the Americas, Europeand Australasia, among others), it was shown thatonly 5% of organizations confirmed that they hadno future intentions to incorporate a documentmanagement system in their business.This means that:More than 90% of organizations, developedwithin the information society, consider itindispensible to have an ECM platform, com-plete with practical applications which impro-ve access to content, in a collaborative envi-ronment.In this context, Athento presents itself as an ECMplatform which offers users a purely collaborativefocus.This type of environment has the capacity to giveorganizations a significant number of advantagestowards document management. The numbersprove it:- In a recent study related to this topic, some 60%of people polled declared that working togetherwith their co-workers helped them to betterdevelop their work-related functions.- Cost reductions, which any organization thatadopts a collective focus in the development oftheir functions (whether it be for human resources,travel or infrastructre), can reach 80%For all of this, a collaborative document manage-ment platform such as Athento can offer any orga-nization the following opportunities for the way theytreat their documents:- Cataloguing documents.- Processing document content, independentof what the document origin is.- Carrying out activities beginning with proces-sing and cataloguing. This could include initializingaccounting procedures from a new invoice,sending a notification regarding the finalization of aproject with a specific client (when a certificationarrives or when the final part of a project has beenfinalized) or creating work spaces for collaborators(for collaboration documents between partners.)- Archiving documents automatically and accor-ding to the requirements of what the businessneeds, as well as any legal criteria for documentretention.- Recovering archived or stored documentseasily, using different navigation models throughdocument repositories as well as different searchmodes.There are many videos that show how automaticdata capture works with invoices, automatic labe-ling of documents, creating automated workflowsthat are based on types of documents (whichAthento can do automatically.) [23]
  4. 4. understanding documentsWhat does Intelligent ECM softwarebring to my organization?Athento is more than an ECM platform, it is anintelligent ECM platform. This is because:- It’s designed to construct applications thathave been specifically adapted to the client’sneeds.- It’s based on an architecture of components thathas been designed to grow as your organizationdoes.- It’s the basis of intelligent document manage-ment that your business needs because it workson its own and is able to learn from its ownmistakes and to work with user feedback.- In conclusion, it’s an intelligent platform becauseit has behaviors that are capable of working withyour organization to make your documentmanagement more efficient.In the next few pages, we’ll bring you case studiesthat will help to illustrate the capabilities that asystem of this caliber has.- E-mails or inquiries sent by clients can beautomatically understood and filtered (eitherfrom the web or from any other application) so thatthey go to the right people to answer them.- Getting a relevant, acceptable answer everytime carry out a search, even if the terminologythat you used might have different meanings – andallowing those results to come from multiple sour-ces, like on-line advertising, comments, Twitterposts, reports and other unstructured data.- Document analysis, categorization and audi-ting, etc.- Identification of competitive information, theareas for potential crises and strategic informationthat comes from both internal documentation andfrom the Internet.Athento, the intelligent ECM platform, currentlyprovides all of these functionalities, and that makesit the leader in the ECM market.When we talk about an intelligent documentmanagement solution, we are talking aboutthose semantic technologies which don’t justextract information from a document: they alsoadd additional information without the need forhuman intervention. This way, we can bringcomplete document management procedurestogether, from the moment the documents arecreated to the time they’re archived or destro-yed, with a minimum of human involvement.The benefits provided by this new document mana-gement paradigm can produce reductions of upto 90% in the time it takes to process, scan anddigitalize documents. [14]A case study carried out by the Minnesota Depart-ment of Revenue (MDOR) [15], which providesinformation on taxation, returns and paid services,has revealed that implementing an intelligentcapture solution produced extraordinary results forasset performance, including the following factswhich stood out:- A reduction in tax return processing time, goingfrom thirty to forty days, to under ten.- A reduction in the processing time of tax returns,from ten days to three.
  5. 5. understanding documentsThis allowed the MDOR to process 95% of taxreturns within five days of submission, improvingservices to taxpayers.There are many other examples of companies andorganizations who have satisfactorily implementedintelligent ECM in their businesses and becomemore productive as a result. [See references 5, 6,7, 8, 9 and 10.]The Spanish General Traffic Directorate and theIlustre Colegio de Gestores Administrativos deMadrid, recently implemented a finished projectwith excellent results. [21, 22]I already have document manage-ment procedures and an informationsystem in place...The Athento ECM platform integrates into anycomputer system as if it were a piece of Lego. Theexperiences of integration into existing systems inorganizations and businesses of varying sizes hasresulted in implementations carried out in recordtime. One particularly interesting case is that ofintegrating of Athento with the MOAD (ModeloObjectivo de Ayuntamento Digital, Spanish forDigital Town Hall Model Objective), whose objecti-ve is to offer solutions for carrying out electronicprocesses at town halls that have limited resour-ces. This integration was also carried out in theregional government in the Málaga region in undera month, which meant substantial savings ofresources.The existence of procedures also provides theintegration of these within the document manager.The existing procedures can be implemented onthe platform, automated inside the documentprocessing process, and connected with the datacapture activities of information and distribution ofdocumentation to all interested parties.The platform architecture allows the integration ofthe processes to also be resolved in unbelievablyfast times, which means that procedures areavailable to be used and executed in under twoweeks. [8]Making Productivity More Powerfulwith Digital SignaturesIn any government agency, whether it be local,regional or national, one basic element is neces-sary to manage any document: a signature.Signing a document gives the document a series oflegal aspects that makes it a very powerful mecha-nism to move administrative procedures ahead, inany kind of entity:- Authenticity: signatures usually have to bewitnessed by a trustworthy third party, who verifiesthat the process has been carried out correctly andthat subsequent steps can be taken.- Integrity: the physical signature can be created insuch a way that, if it’s altered in the document, itcan be detected immediately.- Privacy: the digital signature is usually personaland difficult for third parties to copy, which means itis completely private.- Legal requirements: Signatures signed on paperare easily verified by the participating parties.- Ownership: One of the most important featuresof the signature is that none of the parties involvedis able to deny the signature in the future, or any ofthe terms or conditions contained in the document.
  6. 6. understanding documentsAll of these qualities must be equally valid ifthe document is signed digitally.What usually happens is that people sometimesrefer to two potentially confusing terms, electronicsignatures and digital signatures. Only the secondtype is able to offer the qualities described above.- The electronic signature is based on the digi-talization or scanning of the original, hand-ma-de signature created by the parties (or a photo ofsaid signature.)- A digital signature adds extra information to adocument. This allows for the certification of boththe person/entity who emitted the document, aswell as the data of the document, using a publickey.It’s possible to combine both options, but thesecond is mandatory so that the document has thesame validity as a document signed by hand.So why should people change the classic model,which seems to be working, and move to the newmodel? Put plainly, it’s because, in reality, theclassical model doesn’t work. Public entities aremore aware than anyone of the problems that aphysical signature can cause. It’s known that up to40% of users who don’t have a digital signatu-re suffer from administrative bottlenecksbecause of the need for that physical signatu-res, which means that up to 23% of those userssuffer delays of more than a week for this reason.[16]However, even making the process of approvaleasier, while saving processing time are the mostvalued benefits for those who have already imple-mented such a system, there are also other, moreimportant reasons to think about: the costsavings are considerable.We only have to keep in mind that, for 63% of orga-nizations that do not currently have digital signatu-re systems, on more than half of the documentsprinted, they’re only produced in order to add asignature. In fact, an average of 3.5 additionalphotocopies or fax copies of a document areproduced, for that reason alone.The cost are significant enough that 63% of orga-nizations that implement document manage-ment with digital signatures get their originalinvestment back in the first year – or before.[16]Athento certainly cannot leave this important needto resolve aside. That’s why Athento contains twocharacteristics which makes it unique among docu-ment management platforms:- It implements a digital signature solution.- It provides an incredible capacity to adapt itself tothird-party signature tools.As an example, it’s worth pointing out a recentintegration with the platform of the well-known@firma tool, available in the free software reposi-tory that is open to government agencies of theJunta de Andalucía (the Andalusian regionalgovernment in Spain.) Integrations with otherproducts, such as Víafirma (a digital signature andauthentication platform) have also been carriedout. [19]
  7. 7. understanding documentsThe Free Software ModelThe choice to use free software for this platformwas not made arbitrarily. Some 64% percent oforganizations which implement an ECM softwaredo so with free software solutions in mind, mostlyfor reasons such as cost savings, security or theease of use.Additionally, free software is continually beingimproved, especially in terms of ease of use andperformance. More than anything, this is due tothe experience that communities of developershave invested, with the objective of offering thehighest levels of quality and satisfaction to thebusinesses and organizations which use this kindof software.These communities also provide organizationsand businesses with the possibility of accessing awide variety of potential providers, thereby avoi-ding vendor lock-in – blockades between clientsand providers. [20]How long does it take to implant theAthento platform?Implementation of the Athento platform is carriedout following agile methodologies for developmentand implementation. This guarantees that, in shor-ter periods of time (between two and three weeks),the system can be up and running and producinga document management application.The work methodology used by YerbabuenaSoftware, based on agile methodologies likeSCRUM, allows for adaptations to be made to thefunctioning of the organization needed, and can, inturn, make any adjustments needed to the budgetat any moment. This guarantees a perfect rela-tionship between the organization and its docu-ment manager.Yerbabuena Software also provides your organiza-tion with measurement and evaluation strategiesfor the current state of your document manage-ment system, so that it’s possible to carry out perio-dic objective evaluations on the improvements withrespect to previous measurements, especially withcritical metrics such as carrying out document workflows, searching for internal information or thedigital signatures of files composed of documents.
  8. 8. Bibliography:1. http://www.aiim.org/capture/15-minute-guide-to-intelligent-capture.aspx2. http://www.aiim.org/infonomics/what-works-semantic-intelligence.aspx3. http://thegraffiti.wordpress.com/2008/09/30/optical-mark-recognition-a-handy-tool-for-cross-sectional-research/4. http://www.aiim.org/green-ecm/article.aspx?path=/resourcecenter/casestudies/article.aspx&id=394545. http://blog.yerbabuena.es/2010/05/caso-de-exito-i2bc.html6. http://blog.yerbabuena.es/2010/03/caso-de-exito-bnp-paribas.html7. http://www.slideshare.net/yerbabuena/caso-de-xito-ros-roca8. http://www.slideshare.net/yerbabuena/caso-de-xito-golmar9. http://www.slideshare.net/yerbabuena/caso-de-xito-programa-eva10. http://www.slideshare.net/yerbabuena/caso-de-xito-la-salle11. http://www.aiim.org/research/ECM-State-of-Industry-2010.aspx12. http://citeseerx.ist.psu.edu/viewdoc/download?doi= http://en.wikipedia.org/wiki/Agile_software_development14. http://www.cwhonors.org/viewCaseStudy.asp?NominationID=7115. www.oregon.gov/DAS/EISPD/ITIP/CoP/ERM/Intelligent_Capture.pdf16. http://www.aiim.org/white-paper/digital-signatures-for-sharepoint.aspx17. http://aiim.typepad.com/aiim_blog/2010/02/8-tips-for-selecting-a-digital-signature-solution.html18. https://ws024.juntadeandalucia.es/pluton/adminelec/ArTec/afirma.jsp?zona=9&&#general19. http://www.viafirma.com/20. http://en.wikipedia.org/wiki/Vendor_lock-in21. http://blog.yerbabuena.es/2011/03/gestion-documental-afilada-sacamos-la.html22. http://www.yerbabuenasoftware.com/site_media/descargas/GestionDocumental_caso_de_uso.pdf23. http://www.youtube.com/yerbabuenasoftwareunderstanding documentswww.athento.com