ECMProfessional

Use Case:

There are many scenarios where converting an image file such as a JPG, TIFF or PDF to a different format such as DOC, XML or Searchable PDF would be extremely useful.  Below are three specific examples:

  1. Expense Receipts:  XML is a useful standard to exchange information between two systems using just a network connection.  Most modern systems can ingest XML which enables easy integration possibilities without costly professional services fees.  In our use case example we capture all the details from an expense receipt including Establishment, Date, Total and all the line-item detail with easy point-and-click operation because this was the reimbursement policy of our organization.
  2. Legal:  Imagine a lawyer receives a new case.  Their desire is to gather as much information as possible to best represent their client.  Through the discovery process they acquire many image-only PDF files and need to be able to find information within these image files based on keyword searches.  For this reason they would want to convert these image-only PDF files into fully Searchable PDF’s.
  3. Marketing:  You are in the marketing department and you often receive image-only files that you would like to edit but you are limited to applying stick-notes in Acrobat which is not an effective process.  In this use case you can easily import these image-only files and have them converted in fully editable .DOC files in no time.

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Group_Business_384x210Despite tremendous improvements in document capture technology and ease of use becoming more prevalent, the fact of the matter is that document capture is not totally automated and often involves human intervention. Therefore, careful considering the pro’s and con’s of your document capture strategy is imperative to ultimately create better operational efficiency within your organization or, unfortunately, cause unnecessary burden within your business process.

Technologies such as Intelligent Document Recognition (IDR) or Automatic Forms Processing to automatically identify documents and extract information from scanned images are fairly amazing and perform highly automated functions if the system is designed with well-known document types. In other words, the information on the pages such as a invoice number is in a fairly consistent part of the page (i.e. always in the upper-right hand corner of the page). But when more and more document types are introduced to the capture system, the complexity of the system becomes exponentially more difficult and chances are that the automation accuracy will decrease. Continue

Your email footer is ridiculous and is taking up valuable space on my screen. Your company legal department requires that its appended to every email. The IT department is automating the footer so you can’t do anything about it. I can delete it when I forward it to someone, then when they forward it and no one downstream knows about the disclaimer. How do you track all this, fact is you can’t. The company is trying to limit liability and comply with federal and international laws. Is this ever really enforced? Everyone does the email ‘disclaimer’, there are even websites dedicated to helping you understand why (?) < Email Disclaimer dot com >

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Alfresco has been hosting a series of regional events across the country. Today the Content Management Roundtable was held at the W Hotel in downtown Seattle. The topic was focused on positioning Alfresco One.

In attendance were records and content management professionals from the Government, Legal, IT Services, Environmental Science, Engineering and several software companies including Tibco and IBM. Alfresco seems to be raising the bar in terms of visibility and attracting the attention of industry veterans and competitors alike.

“Companies are struggling today with managing the influx of consumer app-ware in the enterprise”

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Yeah he is nine and he gets it, he is ready for business at the pace of tomorrow. For him and his buddies the use of technology is about playing games. They will be following in the footsteps of today’s millennial gen, they use modern tech not just as a tool, it’s a lifestyle that mixes work and play. They are used to having the ability to communicate instantaneously, giving and getting answers, having fun and completing tasks in the palm of their hand. For them using apps and cloud software is second nature.

This week is BoxWorks 2012 in San Francisco and we are looking forward to hearing about product updates, customer success stories and attending thought provoking keynote presentations. Box provides a dynamic way of managing content and a new communication model for businesses that want to take advantage of mobility. They have done it by taking a simple approach to a problem that many didn’t know existed.

As an example, every day people waste valuable time sifting through massive email inboxes trying to find business documents. Box turned this around, focused on the document instead of the message and created a collaboration tool that provides quick access for managing and sharing of information from any device. Box isn’t the only company doing this but they are a recognized leader and their foot is squarely on the gas pedal. Continue


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