Solutions - Client / Project File

Solution Description

Many organizations, in a variety of industries, manage their documentation on a client or project basis. "Patients", "Customers", "Wells", "Investments", "Initiatives"...all of these files often have common documents contained within each file. Further, these files often have major sections or 'tabs' that assist in grouping similar documents. While the traditional means of maintaining all documentation in a paper used to work, the introduction of electronic documents (and email!) has seriously challenged the ability to have all documentation in a single place. Instead, organizations are creating folder / sub-folder structures on their servers and email locations as well as maintaining paper collections. This just doesn't work.

Through the use of Imaging and Document Management technologies, organizations can now manage all client / project documentation in a single location again. What's more, Imagine’s interface has been designed to reflect the physical appearance of the file – tabs and all! Paper (scanned), Office and email documents, photographs, sound and video can all be located within the Document Management system. Users are given the ability to either search for specific documents within specific files or across files, or they can first search for the whole file. Once they find the file, they can "open it" to review all the documentation with the file (by searching through the various tabbed sections). Integrating this 'file view' with third party systems, such as customer databases, patient management systems or even mapping solutions achieves additional business advantage.

Issues Addressed

• Documents are managed in paper form, on personal computers, in shared drives and on the email server (the 'file' is all over the place!)
• Data solutions often require supporting documentation in order to be fully utilized
• The volume of client / project documentation is increasing, faster than ever
• Filing documentation is a costly and cumbersome process now
• Multiple version of documents are being created and maintained
• Document security and retention is difficult with information in multiple locations
• Freedom of information and privacy requirements are difficult to meet without full control over documentation

Business Value

• Create a single location to manage all client / project documentation
• 'Document enable' data solutions by making documentation available through the system
• Manage different versions of documentation
• Maintain a secure and auditable repository of all client / project documentation
• Back up all business critical documentation
• Retain (for the proper duration of time) all documentation
• Report on access, throughput and activity

Solution Components

• Kofax Ascent Capture
• OnBase Enterprise Content Management
• OnBase Workflow
• OnBase Integration Modules
• Fujitsu Scanners
• Imagine Professional Services Team

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