Our Approach
Our approach is based on the set of subsequent phases that allows to set-up the system exactly accord-ing to the users' business needs ranging from the ordinary to the mission critical, while eliminating redundant and time consuming manual steps.
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In the Planning Phase we study the current situation and discuss extensively the requirements of the organisation. Based on this we suggest a customised set of implementation steps that will step-by-step implement the scope of functionality that provides the most economic and effective solution to the client's needs. The gradual approach allows to pocket the first benefits at an early stage, to al-wasy keep control of the implementation process and to carefully acquaint the users with the new technology.
A standard set of implemnentation steps is outlined below showing the full range of implementation options. However, the steps and their sequence will be adjusted to the unique client needs in each individual case.
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"Passive Archiving": During this step the system is set up to act exactly like today's paper archive - only using a different technology. This step is designed to ease the migration from the status quo to the new solution by leaving any organisational procedures and processes untouched. The step con-tains the digitalisation of any existing paper (or previous electronic) archive that should form part of the new electronic archive and archiving newly arriving documents (paper & electronic).
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"Active Archiving": This steps means exploiting the options and features of active content man-agement. These features allow a wide range of productivity gains through e.g. automatically receiv-ing, indexing, archiving and distributing incoming faxes, automatically distributing centrally scanned daily mail, forwarding documents from one employee to another via the archive, integrat-ing preferred business partners on-line via dedicated, specifically access controlled parts of the ar-chive, web and portal integration and many more.
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"Workflow Management" - This step finally includes an adjustable virtual reflection of the existing organisational structure to support the decision-making, business and work processes over their life-cycle, collaboration of activities that were in the past represented by separate and partial applica-tions (Image Archiving, Content Management, Organisational Archive, Messaging, etc.).
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"Integration with Legacy Systems": This step goes beyond the accessing of legacy systems for in-dex verification or automatic indexing that is already set up in Step 1. Rather this step is designed to provide the user in form of an integrated work place with all the information he needs to fulfil his personal tasks or take the required decision, independently whether the information is residing in the legacy systems' data bases or within an archived document.
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"Knowledge base" - This step intends to network all internal and external knowledge by including non-procedural information into the archive such as job descriptions, project and procedure descrip-tions, examples, templates, experience reports, FAQs, external knowledge etc. This way, knowledge can be shared within the organisation, and the quality of results may be enhanced while reducing response times, work effort and errors.
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Archive functionality together with the automation of all processes, web integration and knowledge management results in a comprehensive "total enterprise management" in terms of internal and exter-nal business activities.
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