To remain competitive in today’s market, businesses can improve efficiency by developing the next phases in their document and data structure. With dedicated programmers, technicians, and application experts for every piece of software offered, InStream can combine and customize each project for a client’s unique needs, providing the right level of support for businesses of all sizes.
More Purposeful Document Management
The scan-and-store processes which marked the beginnings of document technology improved space utilization and provided some efficiency gains, but manual data entry was still required to make the most of ECM solutions then. These scan-and-store solutions were, to some degree, the endpoint of limitations in the technology of the day.
Today, most businesses have already begun the transition to a paperless office environment. To remain competitive in this market, businesses can benefit the most by developing the next phases in their document and data infrastructure. In this new world, for instance, Capture options have increased significantly as organizations are now able to use eform and mobile capture solutions for a truly paperless process. These processes and corresponding document technology offerings typically fall into four connected or overlapping categories—Capture, Workflows, Enterprise Content Management (ECM), and Data Integrations.
First, Capture software reads the data in the scanned images of an organization’s documents and extracts usable and actionable data from those images. Good capture solutions allow the clients to process thousands of incoming forms arriving at a company quickly and efficiently. Whether those forms are invoices, claims, or enrollment applications, Capture products can realize significant time and cost savings for the companies that implement them. Through a combination of Optical Character Recognition (OCR) technology and programming about what is to be captured—whether through keywords like “invoice” or “account number,” InStream carries best-in-class capture software to help businesses gather both structured data, as from forms with set locations for information, and from unstructured images and forms, where keyword recognition is needed to find the right data to extract.See Recommended Capture Software »
These document images, along with the related data gathered throughout this process, then move to an Enterprise Content Management (ECM) system, eliminating the need to store, locate, or work from paper documents. ECMs are the workhorses of document management and workflow systems, and InStream focuses on the ECM software products that deliver the highest value and greatest cost and time benefits for clients.
Once an organization’s form data resides in an ECM, it allows all of the collected data to be connected and available for future workflows, which are used to complete the processing of these forms in logical manageable steps. Often offered as add-on modules to ECMs, these workflow products allow an organization to manage the sequenced steps, approvals, and other triggered actions which need to be taken next, as well as deliver data to the organization’s ERP systems. Workflows can also automate routines for additional business processes that need to access indexed form data, including compliance and data validation tasks.
With all of the organization’s internal data collected, indexed, and accessible, new tools in data aggregation connect that data with external information sources. These data integrations with external web portals, market research, and competitor trends give businesses new insights into how to improve performance and gain advantages in the marketplace. InStream offers software that integrates with ECM products, linking a wide range of both structured and unstructured data formats and portals to a company’s internal information. With insights in predictive analytics and sentiment analysis that were unachievable before the age of Big Data, businesses are now able to get to critical business decision-making and resulting improvements faster and more efficiently than ever.
Within these core areas of document technology, there are a number of specialized options, from mobile data and eforms capture to electronic workflow modules. While most businesses will benefit some from a software addition in one of the major three areas, it’s finding the right combination and implementation of all three software categories and any specialized needs that yields the greatest gains to efficiency and ROI for the business. This is where InStream’s expertise helps the most. With dedicated programmers, technicians, and application experts for every piece of software offered, InStream can combine and customize each project for a client’s unique needs, providing the right level of support for businesses of all sizes.
InStream provides leading capture products to extract more data, more accurately, with greater efficiency. Whether incoming forms contain structured data with set fields and content lengths, or unstructured data, where the capture product’s algorithms and keyword search capabilities are critical, or something in between, the capture process extracts, indexes, and validates data to make it ready for use. InStream spends the time to understand both the data to be captured and the business decisions that data can produce, so it can match the right technology to a business’s needs. InStream’s expertise in eform creation further maximizes the value found in modern ECM systems.
Recommended for structured form and structured capture environments.
First, Capture software reads the data in the scanned images of an organization’s documents and extracts usable and actionable data from those images. Good capture solutions allow the clients to process thousands of incoming forms arriving at a company quickly and efficiently. Whether those forms are invoices, claims, or enrollment applications, Capture products can realize significant time and cost savings for the companies that implement them. Through a combination of Optical Character Recognition (OCR) technology and programming about what is to be captured—whether through keywords like “invoice” or “account number,” InStream carries best-in-class capture software to help businesses gather both structured data, as from forms with set locations for information, and from unstructured images and forms, where keyword recognition is needed to find the right data to extract.
Recommended for structured and semi-structured capture environments, an intuitive system of engagement that captures data in almost any form.
Kofax accelerates business processes by collecting documents and forms, transforming them into accurate, retrievable information, and delivering it all into your business applications and databases. If your information is stored as scanned images, whether it is parked at a central office or scattered on desktops and remote offices throughout the world, Kofax’s industry-leading document capture software helps handle it all quickly and accurately.
Kofax Capture is a powerful, enterprise ready, production level capture platform. It captures information from virtually any source: scanner, multi-function printer, print stream, email, fax, web service or folder. Businesses can tailor Kofax Capture to support precise business processes with dozens of plug-and-play modules—from automated document separation, to postal mail scanning, to automatic document classification—with more than 140 connectors to various lines of business, applications, ECM, ERP, BPM, and workflow solutions.
Recommended for high-complexity, unstructured forms and documents; a true thin client, cloud-based platform with intelligent document recognition.
Ephesoft is the only company that provides a true Intelligent Document Capture system in the cloud. Ephesoft software solutions help businesses run more efficiently by automatically classifying, separating, sorting, and extracting data from paper and electronic files. All of this technology comes with the unique advantage of unlimited scanning licenses, enhancing affordability for large-scale deployments. Providing state of the art classification technology eliminates the need for separator sheets and barcodes, which in turn allows organizations to automate mailroom or other document-based business processes. Ephesoft software also makes it possible to capture and extract data from unstructured documents with its extraction engine, taking data extraction to a whole new level.
Recommended for data capture from a broad range of documents, from structured to unstructured.
ABBYY FlexiCapture is the next generation of intelligent, accurate, and highly scalable document data capture. With automatic document classification and data capture features, ABBYY FlexiCapture helps organizations significantly reduce costs and increase the efficiency of any paper-based business processes. This robust, powerful yet simple server-based OCR solution is designed for mid- to high-volume document processing across large departments and enterprises.
Providing state of the art classification technology eliminates the need for separator sheets and barcodes, which in turn allows organizations to automate mailroom or other document based business processes. ABBYY provides a powerful yet convenient front-end OCR Software scanning solution to ECM systems. It offers an intuitive interface for scanning and indexing documents, as well as an automated engine for converting those documents into searchable formats. FlexiCapture is the starting point for the effective document management that’s critical for the efficiency of any business.
Recommended for tablet/mobile phone eform and paperless data capture.
An alternative to traditional capture and eform products, Mi-Corporation’s Mi-Forms paper-like mobile eform software is the trusted solution for digitizing paper-form business processes and automating the form data capture processes used by organizations worldwide. Technology users of all levels are quick to adopt Mi-Forms due to its paper-like look and form filling experience, and its ability to re-create existing paper forms in a mobile format without breaking compliance laws. Mi-Forms is the most feature-filled, secure, and customizable paper-like mobile form software in the industry, and has helped companies reduce the length of business cycles, increase profits, and drive productivity based on real-time insight into important business data.
Recommended for organizations with multiple ECM systems and routes or seeking advanced automated classification capabilities in capture workflows.
PSIcapture is Psigen’s robust document capture and data extraction application. PSIcapture was developed as a single capture platform to meet all the needs of an organization, including document scanning and import, forms processing, data capture, OCR/ICR data extraction and the ability to publish the information into a document repository.
What makes PSIcapture unique is its ability to integrate with any scanning device and route information to more than 60 ECM systems.
In addition, PSIcapture’s Advanced Classification Engine (ACE) is a cutting-edge feature that allows users to build Classification rules in the middle of a workflow, providing automatic classification to documents. ACE reduces what was once an hours-long process to only minutes, setting PSIcapture apart from other capture software options on the market.
Recommended for organizations with high-volume conversion of microfilm and microfiche or storage needs for accurate digital versions of microfilm and microfiche records.
Digital ReeL is a complete microfilm conversion solution that converts microfilm to virtual, digital microfilm and microfiche with nearly 100% accuracy. The software, which emulates microfilm retrieval from a traditional reader printer, creates a digital replica of your original microfilm or microfiche without losing any images or details. This way, users can retrieve virtual microfilm rolls from a PC workstation, avoiding the hassles that come with physical microfilm and legacy reader printers.
Priced 50% less than standard microfilm conversion methods, Digital ReeL includes adjustable gray scale as well as combines full-text searching capabilities with support for existing indexing methodologies to enable users to quickly find information. Book and page, case number, roll and frame, and more are example indexing methodologies supported by Digital ReeL, and these conversion and hosting services can be managed on-premise or off-site at a secure data center.
Recommended for organizations that need a document imaging solution that integrates with the IBM i-server.
Designed specifically for the IBM –server, Real Vision Imagine makes digital records available securely through the web or a mobile device. It simplifies application integration, minimizes the need for additional servers, and provides scalability, security and reliability. This comprehensive imaging solution supports many types of information capture including scanned documents, color photos, PC generated files, incoming emails or faxes, spool file reports and even audio visual data.
The base Real Vision Imaging system includes a wide array of functionality without additional user fees or add-on modules. For example, advanced workflow capabilities, web enablement, mobile apps for iOS and Android, PDF delivery, report distribution and much more are standard base product features come standard.
Organizations can set-up as many as 65 systems (with 99 indexes each) on IBM i-servers. This software is cost-effective and can be expanded easily across an entire enterprise. A Real Vision Imaging Express option is available for start-up projects with fewer than ten concurrent users.
Recommended for organizations looking to enhance processes through electronic forms and paperless procedures.
Formatta is a comprehensive and versatile suite of electronic forms (e-forms) management software products that can transform any paper-driven forms process into an electronic, paperless one.
Formatta’s components — Designer, E-Forms Manager, iFiller and Filler — work together seamlessly, empowering organizations to design, create, and distribute e-forms across the enterprise and to authorized third parties like partners and customers, putting collected data immediately to work. With integrated solutions for document management technologies such as PaperVision, ImageSilo, ApplicationXtender and OnBase, Formatta empowers organizations to create paperless, collaborative and secure electronic forms-driven processes, increasing visibility and accountability.
Enterprise content management (ECM) software and implementation services are the systems of record for managing paper and electronic documents. Features of high-quality ECMs include easy find and retrieval, secure and remote access, version control, change tracking, reporting, and workflow. Proven ECM and document management software vendors like Upland and EMC—combined with InStream’s document technology expertise—become the core for creating cost, productivity, and efficiency improvements.
InStream offers a wide range of document management solutions that not only save time, but increase efficiency within your organization through workflow automation. In today’s business world, companies are looking to get more done without adding staff, using workflow management to find hidden bottlenecks that could be trapping profits and productivity. Whether an organization needs contract management software or advanced workflow automation solutions, InStream will take the time to match the right solutions and support for improving business results.
Recommended as a feature-rich ECM system for medium-sized businesses.
FileBound is an enterprise content management (ECM) solution equally suited for organizations of all sizes. Available for both on-premise and cloud-based implementations, FileBound addresses critical business needs and eliminates soft cost expenditures. The challenge for businesses today is to implement seamless solutions that find, control, optimize, and protect information created from a variety of sources, despite differing document types. In addition, FileBound’s document management system handles other unstructured information, such as faxes, photographs, XML components, video clips, podcasts, hand-written notes, and e-mail. FileBound addresses a range of user needs and with a broad feature-set, including secure access, workflow, and document archiving. Only FileBound offers unlimited user licensing, allowing affordable enterprise-wide adoption.
Recommended for a fast and reliable ECM, with many add-on modules available for mid-sized to large enterprises.
EMC’s ApplicationXtender is an instant document management solution that minimizes the costs and risks of paper while increasing productivity by streamlining the management of documents. ApplicationXtender scans, stores, retrieves, and preserves information, while providing role-based access from either a desktop interface or web browser. Based on an easy-to-use Microsoft Windows/.NET-optimized system, ApplicationXtender can be deployed right out of the box to provide instant document imaging and retention management capabilities as well as immediate integration with Microsoft Office.
EMC’s offerings also include EmailXtender, an enterprise-class system for retaining and managing email as a record of business by capturing and migrating those records to a centralized archive. This capability cuts storage costs, improves performance, and reduces recovery times. EMC products provide robust information security, protection of sensitive information beyond the firewall, and customizable access and version controls.
In addition, MetaStor offers ApplicationXtender’s platform and capabilities for cloud-based deployments, creating a “pay as you go” SaaS model, eliminating the need for capital expenditure investment in servers and storage required for premise-based solutions. MetaStor’s secure cloud-based technology allows customers to build innovative solutions serving their partners and customers as joint occupants on the cloud, resulting in increased productivity and lower operating costs.
Recommended for cloud-based or off-site ECM systems housing highly sensitive data and requiring additional layers of security to meet government and industry compliance standards.
ImageSilo is an ultra-secure, on-demand, Enterprise Content Management (ECM) system, offering all the same features and functionality of an on-premise system. Unlike most so-called on-demand solutions offered today, ImageSilo was developed for the on-demand market. This means that customers never compromise features and functionality when choosing the convenience of a hosted ECM. In fact, ImageSilo was the first on-demand ECM on the market in 1999.
Five layers of security, including transmission, system, data, application and physical security, keep content guarded at every stage. Data can be encrypted both during transmission and when stored. Records retention and destruction policies, evidence of security controls and extensive audit trails enable companies to comply with government and industry regulations. Organizations who outsource data storage with ImageSilo get secure online access to information anywhere in the world, at any time, instantly–without capital expense or increased administrative burden on traditional on-premise ECMs.
Recommended for secure hybrid file sync and collaboration setups across the enterprise, as well as hybrid domestic and European cloud storage.
EMC’s Syncplicity is a leader in the hybrid enterprise file sync and share (EFSS) market, offering mobile collaboration solutions that provides users the document tools they want and IT teams the security and control they need, while significantly reducing infrastructure cost.
Users can securely access and sync files and folders from anywhere, with Syncplicity’s full version control and restore capabilities, native clients for Windows, Mac, iOS, Android, and other systems, and extensive user permissions and monitoring of shared documents. IT departments are able to implement a complete range of policies and controls, as well as manage US or European storage and deployment with Syncplicity’s highly secure 3-tier network architecture for access to network shares.
While document management lies at the core of streamlining and automating processes, it’s workflow software that ensures maximum efficiency, cost-cutting, and competitive advantages. Workflow modules automate the collaboration and assignment of tasks to accelerate the completion of critical business decisions. This equates to increased operational efficiencies, reduced costs, and organizational scalability.
Clients benefit from workflow modules across a broad range of business processes, including HR and financial processing. In addition, InStream can create industry-specialized workflows to enforce company guidelines and ensure compliance standards are met, such as in health care preauthorization and enrollment processes. In each of these applications, routing rules are configured which include the route each document takes upon entering the workflow. At each step in the workflow, decisions are made which determine the next step in the process, and users are assigned tasks that need to be completed and are notified of the task via email and with an entry in their task lists. Users can also create notes that travel with the documents throughout processing. Workflow software can be vendor specific, or it can be created to work universally with a range of ECM products from different vendors. Whether documents enter a workflow via scanning, import, or the creation of electronic forms, InStream workflow recommendations equip businesses to control operational costs, create employee accountability, and increase an organization’s ability to scale.
Recommended for an intuitive and visual workflow automation tool with
best-in-class features, specifically as part of FileBound systems.
Knowledge workers spend far too much of their workdays performing tasks that add little value (like routing work to other teammates or approvers) or could be easily performed with software (like visually validating data or comparing it to data in another document or system). FileBound Workflow eliminates these tasks, allowing valuable employees to focus on the work that really matters.
The hallmark of FileBound Workflow is its ease of use. Designed with user experience as a top priority, the graphical, drag-and-drop configurability allows users to easily automate even the most complex processes. This outstanding usability reduces training and configuration time, making it possible to develop solutions faster and see ROI sooner.
Recommended for a full-featured processing and business process automation package, best for medium to large businesses and adaptable to work universally with any ECM.
HP LiquidOffice, also known as HP Process Automation (HP PA), enables electronic workflows at new levels of intelligence for businesses, providing a web-based solution for creating and automatically managing the routing and approval processes for electronic forms. Combining features in process and form design with analytics and audit compliance, LiquidOffice allows access to tasks and information any time, from anywhere. HP’s expertise in providing intuitive software positions LiquidOffice as the fastest way to save time and money by moving business processes online.
Recommended for businesses that want to extend the functionality of ApplicationXtender (AX) and Digitech PaperVision or ImageSilo ECM systems.
ECM Toolbox solutions have been created by software developers, integrators and value-added resellers (VARs) with special expertise in enterprise content management who see needs not being addressed within existing document management systems.
The software solutions from ECM Toolbox add value to document management systems by extending their functionality. Additional modules include AP workflow, on-boarding, work orders, user permissions and e-forms setup wizards.
ECM Toolbox offers specific solutions for ApplicationXtender (AX) from EMC, as well as Papervision and ImageSilo (cloud) from Digitech Systems.
Along with tools for automating capture and workflow duties of an organization, the newest tools are designed to integrate external data in new ways. InStream offers data integration software products like Kapow by Kofax, which connect applications and external data sources like websites and portals to a business’s internal data.
Recommended for information integration between external and internal data sources for improved business intelligence decision-making.
Kofax Kapow™ information integration and automation platform is the fastest and most efficient way to acquire, enhance, and deliver information – especially from websites and web portals – into enterprise applications. Information that was previously unattainable, unusable, or costly to integrate is now readily consumable to drive productivity and insight into the decision-making process. The Kapow platform integrates readily into any IT environment by supporting a wide variety of enterprise standards, equipping businesses to make better decisions as a result of Kapow’s data analytics tools.