Enterprise Content Management
"Enterprise content management (ECM) is a formalized means of organizing and storing an organization's documents, and other content, that relate to the organization's processes. The term encompasses strategies, methods, and tools used throughout the lifecycle of the content."
Wikipedia
According to the above definition and assuring best practises and methods, Optiva provides end-to-end innovative ECM solutions for organizations of any industry with proven results and measurable optimization and enhancement.
Every organization, through their own business processes, handles millions of paper per day, from application forms to client correspondence, emails and faxes to invoices, shipping receipts and purchase orders. Massive amounts of paper result in postage and storage cost, as well as lost time for document search and retrieval. Now more than ever, organizations need effective ways to securely capture, exchange, and manage the information generated and contained in paper documents. Our Enterprise Content Management solutions can manage end-to-end paper hadling in a cost-effective, efficient way.
However, it is not enough to just manage content. Of course, the ability to access the correct version of a document or record is important, but content must be managed in order to achieve business goals. Our ECM solutions manage the complete lifecycle of content, birth to death. With extensive know-how in paper-hadnling, we propose four primary areas in which content, and ECM, is fundamental to the success of each organization: Compliance, Collaboration, Continuity, and Cost.
For us and our methodology, there are specific steps that should be accomplished in every organization in order to achieve the ultimate level of successfulness in Enterprise Content Management.
Capturing
Paper generally enters the organization through a capturing device of any kind. In centralized scan operations, we use large volumes of paper are put into the system by dedicated workers. In distributed operations, smaller volumes of documents are captured with lower volume scanners or multifunction devices closer to their point of creation.
Document Processing
Specialized software is dedicated in transforming the electronic image into valuable and measurable information. Usually, we use recognition engines and OCR techniques which are very helpful in extracting the real infromation from the electronic image, whether it is a form or just a typical ID, into qualitative results.
Indexing / Categorization
An essential part of the capture process, creates metadata from scanned documents (customer ID number, for example) so the document can be found. Indexing can be based on keywords or full-text. In the appropriate spot of the business process, we categorize the documents in order to manage them in a relevant way.
Document Management
Document management technology helps organizations better manage the creation, revision, approval, and consumption of electronic documents. It provides key features such as library services, document profiling, searching, check-in, check-out, version control, revision history, and document security. This is usually the final repository of processed documents in most of our ECM cases.
Despite the pure digitization but always compliant to our ECM methodology, we can, also, offer vertical cost-reductive solutions to our customers, such as:
- Records Management
- Email Management
- Web Content Management
- Invoice Management
- Archiving
- Asset Management
- Business Process Optimization