Enterprise content is the currency that moves businesses. And logically, its management is often the key to a business’s success or failure. The very purpose of ECM is managing enterprise content in a way that it stimulates insights and decisions that drive corporate activities.
ECM Modernization Avoidance
Employees want to be productive anytime, anywhere, from any device or application. Enterprises want to find and share business documents just as easily as they can browse and buy a book online. It’s all about content management technologies that support remote and collaborative working styles.
The problem is that enterprises fear modern ECM. In fact, most enterprises fear IT modernization in general. The reasons for this are understandable.
Enterprises are afraid of high costs, loss of content through migration, and rejection by users of the new technology. All these fears are real.
The real reason for failure is the idea that the team would leave one well-known system and replace it with a completely new one that comes with a steep learning curve.
You don’t have to do all of this. In fact, you don’t have to do any of this.
You can take another path, another approach.
Modularity: The New Paradigm of ECM Modernization
Integration can avoid the pitfalls of modernizing front-end ECM.
Instead of risky migration, high costs, and confused employees, you can just integrate a modern front-end ECM to your existing back-end ECM software.
This approach is getting very popular in the last few years. Large companies that don’t want to risk the safety of their content and money, but do want to upgrade their legacy ECM software, very often employ this solution.
Changing the approach and going with the integration of a new front-end ECM to your legacy back-end ECM can be beneficial in many ways. Not only in terms of security and money, but this approach will solve all of your ‘outdated ECM problems’.
According to a Forrester survey, only 7% of the organizations surveyed have migrated all their content to a new ECM system. The majority of surveyed organizations retain some or most content in their old systems.
This survey indicates that almost 90% of organizations that modernized their ECM adopted this modular approach.
Of course, modernizing your outdated ECM system has to be more than just an abstract goal. It needs to result in improved business outcomes.
Updating your infrastructure to take advantage of the benefits of a more modern cloud-based structure requires a content integration platform – and one that is flexible enough to evolve over time.
We’ve had a lot of positive experiences in doing such a modular ECM Modernization strategy with ArkCase.
Transforming Legacy ECM With ArkCase as Front-End ECM
ArkCase offers an adaptive case management platform that is dynamic to support your business solutions. At the convergence of CRM, ECM, and BPM, ArkCase can help your enterprise reduce the complexity and unpredictability of your organization.
The ArkCase front-end ECM will replace your outdated ECM interface with a customizable interface that is easy to work with and organize. The modern features this solution offers can make all the difference for large businesses.
The ArkCase front-end ECM can easily integrate with almost any back-end ECM system on the market including:
This unique capability makes ArkCase an excellent frontend ECM solution for your existing ECM backend system. It also provides:
Fast searchability of documents
Metadata strategies included
Customization of workflows
Data extraction, etc.
With ArkCase integration, you will get all the benefits of modern front-end ECM software without the need for full-fledged data migration, making the ECM modernization process much cheaper, safer, and faster.
“ArkCase software, which helps companies do more with less really appeals to our business units,” says Ian Rushton, Senior Vice President of Sharecare.
“Companies want to manage cases, search across their enterprise, and keep their existing systems, but don’t want to use or integrate 10 different tools.”
If you want to achieve the same, ArkCase is the right front-end ECM solution for you.
To Sum Up
Those 90% enterprises who took the survey already know that modernization helps in becoming faster and smarter in day-to-day operations, decision making, and delivery. Companies that fail to modernize risk falling behind their market competitors.
While some early adopters spent a lot of resources on ECM modernization, the more cautious majority can benefit from all the lessons learned and move on with modular ECM modernization. This way, they benefit from a more established set of procedures and experiences, adding up to a safer, faster, cheaper modernization process.
Integrate your existing backend ECM system with ArkCase modern front-end ECM and you will enjoy the benefits of a modern ECM system. No security risks. No migration. Just an integration. In fact, almost 90% of organizations that modernized their ECM did exactly that.
Walnut Creek, California USA — Formtek, Inc. announced that it has signed a Partnership Agreement with Armedia, LLC.
Armedia® is a technology firm focusing on information, content management, and case management solutions, and is a Strategic Integration partner of Alfresco Software, Inc. Armedia has industry-acclaimed expertise, services, and products in business process, document, case and record management, as well as eDiscovery, content collaboration, content publishing, and content migration.
Through the partnership, Armedia will offer the Formtek software products for Alfresco, and related services and support, to businesses in the USA, and to US government entities via Armedia’s GSA Federal Supply Schedule GS-35F-0891P.
About Formtek: For over two decades, Formtek has been providing mission-critical Content Management software and services to some of the most demanding engineering, manufacturing, aerospace, industrial, and technical organizations in the world. We build solutions on technology platforms that are open and adaptable to complex IT environments, including Formtek | Orion Content Repository Services, Ephesoft Intelligent Document Capture, and the Alfresco Digital Business Platform platform. Our products also include the Formtek Engineering Data Management (EDM) Solution for Alfresco and the Formtek Software Extensions for Alfresco. To learn more, visit www.formtek.com. Formtek is a registered trademark of Formtek, Inc.
Alfresco is a registered trademark of Alfresco Software, Inc. in the USA and other countries
AutoCAD is a registered trademark or trademark of Autodesk, Inc. in the US and other countries
Did you know that the industry standard for manually transcribing 1 hour of clear audio is 4 hours? That is a 4 to 1 ratio. Poor audio could take as much as 9 hours to transcribe 1 hour (9 to 1 ratio), which means a lot of manual hours are needed to transcribe audio and video files. Think about how much Society relies on audio and video files these days. Recently, we were asked to help solve this challenge by a law enforcement agency. This agency was spending about 8 hours for every 1 hour (8 to 1) of body camera or interview audio or video. Our solution – ArkCase, Alfresco, and AWS – originally proposed for their IT Modernization project addressed this challenge. Intrigued, they asked for a demo. With a clear understanding of the opportunity to further demonstrate value, we asked for a few weeks to prepare the demo.
Before We Get to the How, Let’s Describe the What
What are the platforms being used in this solution?
For starters, ArkCase is a low-code IT modernization or case management platform. ArkCase aims to be the premier open source low-code case management platform.
Alfresco is the leading open source enterprise content management platform providing core document management, business process management and records management services.
AWS is the leading cloud-based platform as a service (PaaS) supporting our ability to comply with FedRAMP, CJIS, HIPAA, HiTECH, SOC2 and other security controls.
ArkCase provides an intuitive, accessible and responsive user interface to view, stream, and transcribe rich media files. ArkCase integrates with AWS Transcribe service to provide high volume, high quality and cost-effective transcription of audio and video files. The transcription functionality in ArkCase allows users to upload audio and video files within ArkCase and configure whether files are automatically transcribed or manually sent to be transcribed allowing organizations to control their costs. ArkCase then uses an Alfresco Activiti workflow to process the files using AWS automatic speech recognition (ASR) service, which will produce the transcription files. The outcome of the process is a highly visual transcription with close caption and that can be searched and edited for enrichment. In addition, the transcription can be compiled into a Microsoft Word document from sharing. The user interface allows for streaming the rich media file while viewing the transcription text. This is extremely helpful when manually QAing the transcription text.
What Does ArkCase Transcription Functionality Provide?
The ArkCase user can perform many different actions on the transcribed file:
Viewing of the File Details
Total Word Count
Confidence Rating of the Transcribed File
Transcription Status (In Process, Complete)
Listen or View to File in a Streaming Viewer with Close Caption
Searching for text within audio or video files
Jumping to that section of the audio or video
Tagging the file based on the transcription
Viewing Individual Sections of the Transcription Text
Each Transcription Text Section Shows:
Start Time of that Section of Text
Confidence Rating of that Section of Text
Editing Individual Sections of Transcription Text during QA
Automatically Compile the Transcription Text into a Single Document File
Can ArkCase Transcription Functionality be Configured?
ArkCase transcription functionality also provides administration configurations for certain transcribe options within the ArkCase application:
Enable Transcription to turn on transcription
Automatic or Manual Transcription to decide if you want all rich media files processed or to manually select the files you want to be processed
Word Count per transcribed section for chunking and readability
Confidence Threshold for highlighting sections that may need human reviewing
An Administrator can control the transcription functionality for all users in the ArkCase application, by enabling or disabling the functionality. If the functionality is enabled, the rich media files can be sent to AWS for transcription manually or automatically. If the Admin selects to enable automatic transcription, then each rich media file that is uploaded into ArkCase will be automatically sent to the Amazon Transcribe service. The Admin can also control the word count and confidence threshold for each section of transcription text. ArkCase will flag any sections of transcription text that do not meet the configured confidence threshold.
ArkCase transcription can support many different use cases, no matter your specific business. If you want to gain efficiencies and get more value from your audio and video content, let’s talk.
In recent years, multimedia content is more used than ever. This means that the world data trapped in multimedia formats becomes larger and more difficult to use. To help you solve this problem and use multimedia content to your advantage we made this integration of ArkCase, Alfresco, and AWS.
ArkCase, Alfresco, and AWS created a platform that can help enterprises derive value from the ever-increasing multimedia content. Thanks to this integration, enterprises of all sizes can now use Armedia Legal Module and Amazon Transcribe as part of it.
Armedia Legal Module turns any audio or video file into a text format which can later be used as any other textual document. No more external transcription services. No more waiting. No more time wasted.
DevCon 2019 is an international developer conference entirely dedicated to Alfresco technology. The goal of DevCon is to increase technical know-how, help Alfresco developers build their personal networks, and hopefully get developers working together on different projects.
Armedia’s senior software lead David Miller will attend and present at the conference.
He’ll be talking about Alfresco as a part of a larger system of systems. Which is usually the case with Alfresco. He’ll show how Alfresco’s Audit Module and REST APIs enable seamless integration in these larger ecosystems. From Audit events to Record Management to Process Integration. Dave and team have created a bidirectional sync between ArkCase and Alfresco providing an open source case management solution that takes advantage of the Alfresco full suite of tools to include Alfresco Desktop Sync, Alfresco Outlook Client, Alfresco Mobile, etc.
The goal of the presentation, as Dave says, is to “give your customers the best of all worlds – a consistent view across all tools.”
If you see Dave at the conference, feel free to approach him and talk to him. He’s enthusiastic about Alfresco and loves helping others learn how to do more with it.
In the Case Management world, automation is not an unknown word. On the contrary, in Case Management, automation and digitalization have been a hot topic for the last few decades.
From classification to automated workflows, automation has been present in the world of large organizations. But, the one thing that has always been a problem in Case Management, and unfortunately, still seems to bother large organizations is paper-based documents.
In today’s world of Case Management where data access, security, and efficiency are crucial, many large organizations realize the importance of deriving value from data TRAPPED in paper-based documents.
According to a report by Wise, 4 out of 5 organizations say that they are trying to cut down the use of paper. Nearly a third of them place larger orders of paper than they did 5 years ago. And only 18 percent of organizations declare themselves as entirely paperless.
Numbers that won’t put a smile on any faces outside the paper production industry.
Let’s dig a bit deeper into this matter and see why paper-based documents are such a problem in the world of Case Management and how organizations can make things better.
The Case Management Problem With Paper Documents
While paper itself is not that expensive, the costs of managing paper documents could be as much as 31 times the cost of buying it.
In 2015, Corp Magazine reported that in the United States, organizations spend on average 8 billion dollars annually on managing paper. The report explains that organizations spend an average of $20 to file a document, $120 to find a misplaced document and $220 to reproduce a lost document.
CMSWire found out that 47% of employees believe that the strongest thing preventing organizations from becoming entirely paperless is the lack of paper management.
The very nature of paper documents does not allow for large organizations to appropriately manage, access, and search through them. Reports mention a PricewaterhouseCoopers finding, that employees spend up to 50% of their time searching for information amongst piles and piles of paper documents.
This lack of paper management means delays, unsatisfied clients, wasted time, and wasted money.
Let me raise another key question here: What about paper waste? How much do companies even care? Does your company ever think about this issue?
Paper comes at a tremendous cost to our planet and we all know that. But, according to the statistics, it seems that very few cares.
Recycling 1 ton of paper saves around 682.5 gallons of oil, 26,500 liters of water and 17 trees.
It takes an average of 5 liters of water to produce one piece of A4 paper.
Printing a Sunday edition of the New York Times requires 75,000 trees!
Paper accounts for 25% of landfill waste and 33% of municipal waste.
Every tree produces enough oxygen for 3 people to breathe.
50% of the waste of businesses is composed of paper.
S offices use 12.1 trillion sheets of paper a year.
So, the question running through my mind is:
Why waste any more money, time, and effort on managing paper documents when instead, you can rely on the next generation tools that can make Case Management much easier, faster, and much more effective. All of this while saving the planet from destruction.
Let me expand on the answer.
New Generation Tools vs. Paper-Based Documents
The world evolves every day and new technologies emerge on the market as we speak. Thanks to this ‘new generation tools’ large organizations can now enhance productivity, provide greater access to certain types of information trapped in paper documents, and improve their preservation options.
With this ‘new generation tools’, large organizations are now capable of easily turning all paper documents into electronic forms which are easy to access, easy to search through, and easy to classify.
Basically, these tools enable organizations to save themselves from all the troubles of managing paper documents and in the meantime, save the Earth.
I am talking about digitalization.
But, what Exactly does Digitalization mean?
Digitalization, also known as digital image processing is the process of converting information into a computer-readable format. Paper documents are converted into their digital representations called digital images. These digital images can further be used in various ways, including full-text searching or editing.
This process starts by scanning the original paper document. The original paper document is then represented by a series of pixels arranged in a two-dimensional matrix called a bitmap or raster image. This image is then kept either on a network or transferred onto a variety of electronic storage media.
There are 3 ways in which paper documents can be digitalized:
Optical Character Recognition (OCR) – This method of document image processing makes an electronic conversion of images of typed, handwritten, or printed text into machine-encoded text. These images can either be a scanned document, a photo of a document, or a scene-photo.
Intelligent Character Recognition (ICR) – This method is an advanced version of the OCR. It allows computers to learn different fonts and styles of handwriting to improve accuracy and recognition.
Optical Mark Recognition (OMR) – This is the fastest and most advanced technique of document image processing. It allows checkbox regions recognition on scanned images.
Scanning paper documents make them instantly available. These techniques of document image processing produce 2 types of files which have separate uses:
Master copy. This type of copy is created with the intent of replacing the original document. These copies are files with high quality and follow recommended standards that ensure complete and secure records.
Access copy. This type of file is a copy of the master file created with an intent to provide regular access to users. This type of copy also follows certain standards. Access copies are generally lower in quality resulting in smaller file sizes which allow for easier access.
Unlike analog data, which in the process of copying and transmitting might suffer a slight loss of quality, digital data can be copied indefinitely with absolutely no degradation.
Digitalization also increases the possibilities for using the information contained within the documents. Scanning paper documents only make them instantly available in master copies and access copies, but it also allows their further processing, managing, and maintaining.
With over a decade of digitalization experience, we at Armedia learned to rely on Ephesoft as the leading innovator in this field.
For some that are not familiar with Ephesoft, allow me a bit of time to explain who Ephesoft really is.
Why Go Digital With Ephesoft?
Ephesoft offers advanced capture solutions that help organizations run more efficiently, increase information accessibility and searchability. It allows all this by automatically classifying, separating, sorting and extracting data from scanned documents.
Here’s why Ephesoft is a safe, reliable digitalization choice:
Ephesoft makes business-critical information available to processes and customers faster and more accurately than legacy systems.
It’s the only document capture and extraction system to employ RESTful APIs, which makes it easy to integrate with third-party systems.
It’s open architecture and open-source, freeing up customers from proprietary black-box technology.
It has faster deployments when integrating with CMIS-enabled systems, including Alfresco.
It offers classification and separation without barcodes or separator sheets.
It has free-form Extraction – barcodes, key values, regular expressions.
It supports TIFFs, PNGs, PDFs, DOCs, XLSs, GIFs, and JPEGs.
It provides a platform streamlined for ease-of-use and high performance.
It’s browser-based so you don’t have to download it to a client system.
It provides significant data entry savings through less manual keying.
Ephesoft has Automated Learning for documents, emails, and faxes.
It’s Internationalized and Localized – easy to brand.
It provides LDAP and Active Directory Integration.
“Our goal is to make enterprise content capture and data discovery from unstructured data easily accessible and meaningful for decision-makers worldwide”Ike Kavas, Founder and CEO at Ephesoft.
For this particular reason, Ephesoft released their new and improved version of Ephesoft Transact.
As you can see from the image below, Ephesoft Transact 184.108.40.206 includes 6 stages. Each of them very important and inclusive to the process.
Now let’s take a glimpse at each stage separately and see how Ephesoft Transact 220.127.116.11 work.
Capture. The first stage of the process is data capture. Ephesoft Transact 18.104.22.168 allows multiple ways of capturing data. From scanners, content services, mobile devices, etc., to UNC folders (network folders) and so on.
Image processing. Once the capture stage is done, the process continues with image processing. At this point in the process, documents and images are prepared for classification. This phase includes: cleaning up, rotating, improving image quality, etc.
All of this allows the resulting document to be easily identified in the third stage.
Classification. The third stage is where the system determines the type of document. This step determines if a document is, for instance, an invoice, customer record, or any other type of file specific to the industry involved.
As an advanced document capture system, Ephesoft Transact 22.214.171.124 needs only one or two samples to learn to classify the document.
For this purpose, Ephesoft uses Machine Learning algorithms, a variety of techniques for data classification like search content, images, barcodes, and one document merging.
If the system shows low confidence in any document classification it calls upon a human operator for confirmation.
Extraction. At this point of the process, Ephesoft Transact 126.96.36.199 identifies the metadata within documents. The reason for the existence of this stage is because metadata is very useful in organizing, finding, and feeding documents into another type of business system.
Validation. This is a stage where Ephesoft Transact 188.8.131.52 validates the documents, in terms of a human assistance. In cases where there are some smudges, spills, blurry characters, or possibly missing fields in the document, the system alerts for manual verification and correction.
Export & Deliver. Once all the documents are validated, they are moved to a repository or other line of business system. These documents and data can be stored either on a local server or cloud-based storage, like Alfresco, Box or SAP.
As such, the entire process of Ephesoft Transact 184.108.40.206 improves productivity, increases transactional velocity, enhances data viability, and reduces processing costs.
This new version of Ephesoft Transact includes multiple new features and improvements build on Ephesoft Transact 220.127.116.11’s functionality and flexibility.
Let’s take a look at some of them.
New Features And Improvements Of Ephesoft Transact
Ike Kavas, Founder and CEO at Ephesoft talks about these new features and improvements stating:
“Pioneering advantageous features that improve our customers’ business processes is what we do, and our latest version of Ephesoft Transact 18.104.22.168 helps achieve that customer success.”
Let’s dig deeper into each new feature:
1. (Add-on) Transact 4 Mortgage
Transact 4 Mortgage is an extension of Transact and this add-on provides 2 possible solutions:
Standard Solution. The standard solution of Transact 4 Mortgage is capable of processing 400 loan origination document types that are already trained and configured for classification with Ephesoft Transact.
Premium Solution. The premium solution includes over 600 loan origination document types, also, previously trained and configured for classification.
This allows the customers to save up to 2,000 hours of implementation time or approximately an 80% reduction in configuration and deployment times for an entire enterprise. Shortening the time from several months to several weeks. Customers of this add-on will enjoy improved accuracy and efficiency for much shorter time.
This add-on is also capable of grouping documents of the same document type which can be of an enormous use and save additional time.
2. (Beta) Hybrid Cloud Plugin To Ephesoft Transact 22.214.171.124
For customers that need high performance that even cluster configuration of services cannot provide, Ephesoft introduces the hybrid cloud plugin.
This hybrid plugin for Ephesoft Transact enables organizations to offload the heaviest image processing or OCR demands to the AWS cloud. Thanks to AWS and parallel cloud processing, Ephesoft Transact offers users higher scalability for high performance and peak demands.
As you can see from the image above, only the image processing/OCR happens in the cloud, while the classification and extraction happen on the Transact server.
With the beta hybrid cloud for Ephesoft Transact, you only pay for what you use. This plugin can also save you money by sparing you from adding servers, maintenance, and workers to support higher processing loads. The beta version is limited to 10,000 free images monthly in a trial capacity.
3. Swagger UI
Ephesoft believes that the best way to connect and share data is through Open APIs. For that reason, they’ve decided to make documenting APIs possible with Ephesoft Transact 126.96.36.199.
Swagger UI support allows modern, easier, self-documented Web Services for developers.
The Swagger UI support comes bundled with Transact for developers looking for standardized documentation. This integration feature provides standardized documentation of Ehpesoft’s existing traditional web service APIs.
Ephesoft uses this technology to create two advanced workflow Web Services Open APIs for both Nintex and Microsoft Flow.
These features are beneficial for both developers and non-developers by allowing them to classify documents and extract information via a simple Web Services interface.
“Users can now quickly add document capture functions to applications, removing the need for manual data entry or human intervention and increasing efficiency, accuracy and time savings.”says on the official site of Ephesoft.
4. Microsoft Exchange Header Support (Enhancement)
In Ephesoft Transact 188.8.131.52, MS Exchange was introduced only for MS Exchange on the cloud. Now, with Ephesoft Transact 184.108.40.206, MS Exchange includes header support and ingestion of documents for an on-premise environment. This makes the Microsoft Exchange Header Support feature available for support on both on-premise and cloud platforms.
Users can now configure the email headers (Subject, From, To and Date) to be included in the batch.xml file when processing batches via AWS.
Adding on-premise support provides extra availability to customers and expedites processing through the system.
5. PDF/A-1b Compliance For Export
Transact has typically supported single and multi-page PDFs within the export module. From Release 220.127.116.11 to 18.104.22.168, Transact has supported PDF/A compliant PDF’s for export, but not PDF/A-1b.
Now, Ephesoft Transact 22.214.171.124 offers PDF/A-1b Compliance and supports searchable single and multi-page PDFs in both black and white as well as color.
The enhancement helps customers put in place more advanced archiving and long-term preservation of electronic documents into their repositories.
6. Fixed Form Extraction Performance Improvements
Ephesoft Transact 126.96.36.199 came out with significant performance improvements to the Fixed Form Extraction process for Windows, used for data extraction from checkboxes and signature detection.
Customers using 16 core system will see up to 70% to 80% performance improvement, and 32 core system users will see impressive improvements up to 250% to 300% performance gains.
Impressive, isn’t it?
The faster processing of pages per minute allows organizations to quickly access their data, make more informed decisions, and improve customer satisfaction.
These new features and improvements of Ephesoft Transact are changing the world of document image processing and Case Management.
Let’s Wrap Things Up
With all of the features and improvements done by Ephesoft in their newest version of Ephesoft Transact, they’ve made the existence of paper offices outdated.
All of this features contribute to creating the following benefits in the Case Management world:
Entirely automated workflows which save time and increase productivity.
Easy access to documents which in their paper form were difficult to locate not even search through,
Integration with other applications which make ERP, CRM, ECM, and back-office programs document-capture-enabled,
Cost Savings which comes with the removal of paper document management.
Protecting our customers’ best interest and always aiming towards achieving the best, our team decided that a document image processing solution like Ephesoft Transact is a must for our customers.
If you want to find out more about our collaboration with Ephesoft or about our Solutions, don’t hesitate to contact us.
What are your thoughts about digitalization? Please share them in the comments section below.