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Document Capture: On Ramp to Enterprise Content Management (Part 2 of 2)

Posted on February 17, 2016 under Advice by

In Part One of this blog post, “Document Capture: On-Ramp to Enterprise Content Management (ECM)” —I highlighted the introduction of M-Files Capture and discussed the four distinct operations it performs. For this post, I’d like to step back and examine our approach to document capture and how it is uniquely suited to solve digitization challenges.

The Challenge of “Going Paperless”

For many years, digitization (aka going paperless) has been a powerful force in the document capture market. The problem is that organizations have spent so much time and energy getting off of paper—that when they’re finally “paperless” they think they’re finished with the content management process.

But there are many ways where digitization can go wrong. For example, digitizing all of your paper doesn’t benefit your organization:

  • If you can’t find the document you need—when you need it
  • If you don’t know which version of a document is the correct one
  • When you just replicate your ineffective file-folder approach
  • If you are not able to enforce security controls

I could go on and on, but bottom line is this– poorly planned digitization can be dangerous.

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M-Files Capture = Intelligent Information Management

Of course, a critical benefit of capturing paper documents in a digital state is to be able to more effectively organize and classify (manage) them. Unfortunately, organizations often struggle with this.

When we developed M-Files Capture, we carefully thought about the transition between a digitized document and a managed one. And that transition in M-Files is driven by metadata. My colleague, Greg Milliken has written about our metadata-driven approach and how we leverage it to drive all aspects of information management — and capture is no exception. With M-Files Capture, organizations now have the ability to automate many of their formerly paper-based processes by intelligently auto-classifying and indexing scanned files using metadata.

More Importantly than Documents: Capturing Data

For many organizations, the ability to capture, control and report on their data has become critical. Analyzing data is relevant to capture because most business data is found in unstructured formats like documents and forms. It’s also relevant because the closer data is captured to its source—the more likely it is to be accurate. This enables organizations to capture content directly where documents are received—and deliver process-ready data to core business systems such as ERP. For example, an organization can use M-Files Capture to scan in an invoice—which will then launch a workflow automation taking the invoice through its approval process—and the appropriate information will be auto-populated to the ERP system. Once the data is intelligently captured and classified—it can be analyzed. The organization can glean 24/7 visibility on their invoicing, gain insights like time-to-process and ultimately ensure timely and accurate financial reporting.

M-Files Capture delivers a power foundation for the production level capture of documents and data from virtually any source. For M-Files clients, it the most flexible and comprehensive scanning and indexing solution available that offers the highest levels of security and compliance. We hope you’ll consider adding M-Files Capture to your M-Files solution.

 

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Mika is in charge of managing and developing M-Files product portfolio, roadmaps and pricing globally. As a Director of M-Files Product Management Unit, he leads and supervises M-Files Product Managers and works closely together with M-Files Product Development and Marketing teams to design and develop new products and features leveraging his long experience with ECM and M-Files technology. Mika has executive MBA Diploma in International Business and Marketing.

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