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AP Professionals: Join DCA at Kofax Connect NYC on May 13th

Amy Crossin - Friday, April 18, 2014

The Kofax Connect event series brings together latest advancements in smart capture, process management, mobile capture capabilities and analytics to help you solve the First Mile™ challenges in your organization. Attend  Kofax Connect to increase your product understanding, meet colleagues with similar objectives and benefit from case studies and peer-to-peer interaction.

Join DCA at Kofax Connect NYC for an event specifically for AP professionals. 

Agenda 2:00PM – 6:00PM
2:00 PM - Registration
2:30 PM - Welcome

Bringing Visibility and Insight into the Accounts Payable Process 
Metrics that Matter for Accounts Payable 

4:30-6:00 PM - Networking Opportunity

551 5th Avenue (on 45th, between 5th and Madison)
New York, NY 10176

For more information, please contact us.

We look forward to seeing you there!

About Document Conversion Associates, Inc. Kofax Diamond Partner: DCA

Mi-Co Awarded for Mobile Capture Solution for Healthcare Forms

Amy Crossin - Wednesday, June 26, 2013

Mi-Co Mi-Forms 2013 Awards ReceipientWe are proud to announce that one of DCA's valued partners, Mi-Corporation, has been named a recipient of the Microsoft's Life Science Innovation Awards for 2013. The awards, which were announced at the Drug Information Associations (DIA) 49th annual meeting in Boston, honor companies that are using Microsoft solutions to realize business and information technology benefits. The 2013 winners are revolutionizing medicine by bringing therapeutic breakthroughs to the market to fight serious ailments, improve healthcare, and enhance patient quality of life.

Award submissions were received from pharmaceutical, biotechnology, clinical resource, and medical device companies from across the world. An esteemed panel of industry experts chose winners based on how their innovation represents a breakthrough for the industry, how their innovation goes beyond incremental improvements on existing technologies, and how it improves their company's ability to get safer and more efficacious products/services to market faster by reducing complexity, lowering cost, or enhancing speed and quality.

Mi-Co received this award based on work with the Infectious Disease Clinical Research Program (IDCRP). They use Mi-Forms on Tablet PCs to improve efficiency and reduce errors in studies aimed at improving healthcare for military personnel overseas. To learn more, download the Mi-Co case study.

Recipients will be highlighted on the Microsoft website and on the Microsoft in Health blog.

Contact us to learn more about Mi-Forms mobile-data capture technology

Leverage Value-Driven Information with Business Processes Management

Amy Crossin - Tuesday, June 18, 2013

Business Process Management Solutions from DCABusinesses can realize immediate and lasting improvements to everyday processes if they implement what is known as value-driven business process management. The value of business information comes from its accuracy and timely availability to those that request it. Unfortunately technology has given us the ability to easily capture all sorts of data with no organized way to manage it; creating information overload that is difficult to sort and to retrieve data of value to your business.

Workflow Diagram

Know Exactly What You Do Today
As simple as it sounds it is a step often overlooked. People tend to want to jump right into the solution overlooking how the total environment is impacted by changes to the workflow. The old adage "A picture is worth a thousand words" holds true when trying to convey what processes are being done today and how they integrate into a total workflow across an enterprise. Each Line of Business looks at these activities from their own point of view. The relationship between information processed across the enterprise must be analyzed to avoid duplication of effort, redundancy and inaccuracies. The value-driven approach can be implemented most effectively by identifying which processes will benefit the most from automation and which capabilities should be phased-in to maintain and grow process improvements over time.

Needs Assessment

Identify Data That Creates a Competitive Advantage
Research and experience has found that only a small percent of an organization's processes are used to create a competitive advantage in areas such as order processing and customer service. You need to identify the critical data generated within your processes and then focus on the most efficient way to capture and retain the information. The goal is to capture data only once, at its point of origination, to generate efficiencies, eliminate inaccuracies and standardize those processes that support routine activities while allowing easy access to this data.

Once defined the next step in determining a value-driven process is to focus on value of the data captured and retained, the application of appropriate methods and tools, the suggested process improvement initiatives and where manual intervention makes sense. Implementing business process automation with capture software may not be sufficient. Business rules for compliance from a governance organization may be needed to respond to legal restrictions and changing business requirements.

It is a challenge integrating all of the diverse, distributed, and easy-to-acquire technologies into one coherent system that is tailored to a business' specific needs. Identifying the value of the information retained will help achieve this objective and provide a roadmap that includes capture-based processes and the integration of existing databases.

Keep What Works and Disregard the Rest

Things to Consider
The long-term success of implementing new business process management is based on an approach that is designed to produce BETTER processes through the combination of technology and internal resource skills. New is not always better and what has always been done may not be either. To improve business processes long-term you should first decide if what you have been doing in the past is worth moving forward. It involves evaluating the current processes and why they were created in the first place.

The following considerations focus on the importance of implementing value-driven process changes to workflows by asking the questions:

  1. What parts of the existing process contribute to the corporate goals and objectives?
  2. What parts of the existing process can be eliminated because they no longer serve a purpose to support current corporate objectives?
  3. What is the most efficient way to capture critical data only once at its point of origination?
  4. What information will be used in processes and decision-making after it is captured?
  5. How will resources gain access to the data when needed?
  6. How long does the data under retention have value?

Process Improvement Never Stops

Keep the Momentum Going
Process improvement coupled with good document management practices is an on-going project. "Change" in any organization has its challenges so keep it simple to start. Identify the low-hanging fruit; a small project that has clear priorities and shows immediate benefits to a group of end-users. Use that success to implement additional applications with continuous process improvements for other business departments delivering their specific results.

Evaluate the impact of the process changes in terms of high performance through process excellence, decreased manual effort, faster response time to customers, access to more information for further clarity into legal issues and better internal decision-making based on transparency and timeliness of data.

DCA, Inc. has been in the Electronic Content Management industry for 22 years and has helped clients to evaluate and streamline core business processes using the latest technical tools and management disciplines. We work with you to improve how you get work done, resulting in highly automated processes that help people provide better products and service and deliver better business results.

Contact us to learn more about how DCA, Inc. can help automate your core business processes through intelligent document capture

Mobile Data Capture. How Cool Is That?

Amy Crossin - Tuesday, February 19, 2013

Mobile Data Capture & Data Processing Solutions from DCA 

By Andy Kossowsky, DCA Solutions Architect

After resisting for years, I recently got a smartphone.

Probably my favorite use of my new phone is to take pictures of checks and instantly deposit them into my bank account.

It's not even that I handle a lot of paper checks. I handle very few.

But it's cool.

Even with only occasional use, it gives me several immediate, tangible, benefits:

  1. I don't have to make a trip to the bank, saving me time and gas.
  2. I don't have to worry about losing or damaging the check before I get around to depositing it.
  3. The money is in my account immediately, earning its .0001% interest, available for me to use.

It's such a practical and efficient convergence of technology, law and business policy that it makes me think at once "what an amazing world we live in," and "why aren't all bureaucratic paper processes like this."

We in the document management technology field have being advocating capturing documents as close to the "point-of-origin" as possible for quite some time. Get the paper into digital form as soon as you can. This can give your enterprise the same sort of benefits I get when using my mobile check deposit app. It lets you immediately start using the data in your business processes, which can make you more responsive, improve customer service, and save you money (for example, allowing you to take advantage of quick payment discounts). It allows you to immediately create an audit trail, which can not only aid in records management, but can also help you meet compliance requirements. It helps reduce the likelihood of documents getting lost or damaged. And it can save you money in terms of paper storage, and the worker's time spent moving paper from place to place.

With the proliferation of mobile devices, and, more importantly, with the growing user acceptance of and comfort with mobile devices, point-of-origin capture for certain types of documents can now be pushed right to the very limit, to field workers of all sorts, and to customers, like us checking account holders.

It's efficient, effective, and, yes, cool. What could be better?

Well, eliminating the paper entirely, perhaps. But we'll talk about electronic forms processing another time.

Contact us to learn more about our mobile document capture solutions

Intelligent Extraction. There is no magic bucket…yet.

Amy Crossin - Wednesday, February 13, 2013

Intelligent Data Extraction from DCAA great many aspects of a great many businesses boil down to finding data on pieces of paper. Sometimes a great many pieces of paper.

Paying an invoice, processing a medical claim, fulfilling a magazine order, approving a building permit.

Someone looks at paper, finds the amount, the procedure code, the title, the signature, whatever, and, usually, in our IT driven world, puts that data in to some kind of computer system to move along the business process.

Function Rule from DCAAnyone who performs those tasks in any significant volume wants a magic bucket: Dump all that paper into a hopper, where it is automatically identified and sorted, the needed information is located and it is handed off to the business systems without the person needing to lay hands or eyes on it again.

Company managers want the same magic bucket so that their staff can focus on higher level tasks.

For some processes, we are pretty close to having that magic bucket already.

Intelligent document classification and extraction systems, from companies such as Kofax and ABBYY combine several technologies, such as OCR, image processing, and statistical analysis into software which can classify a scanned image based on its layout or content, locate data based on keywords and positional relationships, or data format patterns, and extract and validate that data by applying programmed business rules or integrating with other business data systems.

Now, to make the process truly as hands-off as a magic bucket, the documents being processed need to fit within a fairly narrow band of factors and requirements.

But the technologies can be applied in some degree to many processes, involving even the most widely variant documents, and can effect a great improvement in productivity and data accuracy.

And it’s only getting better. New versions of these systems coming in the near future promise even more automation and intelligence.

And further down the road, advances in natural language processing and big data analysis are likely to bring the magic bucket closer to reality.

Contact us to learn more about DCA's intelligent data extraction solutions

On-Site OCR Document Scanning Services Offered by DCA

Amy Crossin - Tuesday, January 08, 2013

On-Site OCR Document Scanning Service from DCAAre you ready to digitize your files, but don't have the time or resources to perform an OCR conversion in-house? With over 20 years of experience in document capture and content management technologies, DCA can assist you every step of the way to convert your paper files into usable data for your business with OCR document scanning services.

Whether your company is looking for a one-time back file conversion or for an on-going scanning project, DCA's team of imaging experts can assist from design to implementation. DCA provides production level scanning hardware and OCR software, as well as a team of scanner operators who are managed by DCA staff to prepare and scan your documents. DCA provides secure access to the images and data generated through our OCR software or by integrating with your existing line-of-business systems. The end result is efficient and secure access to the data that is essential to performing your core business functions.

One of DCA's long-time customers, Pfizer, Inc. utilized DCA's OCR document scanning services after their acquisition of Wyeth Corporation, which incited an urgent need to transition the company's patent, trademark and litigation documents. Leveraging DCA staff and equipment, 8 million documents were securely converted into searchable electronic files in less than six months. DCA's solution eliminated the need for any of Pfizer's documents to be moved from their existing file room. In addition, Pfizer's data never left their network during the entire conversion, assuring the highest level of data security.

"The scope and speed of this operation was simply amazing," said Carmen Lantigua, Pfizer Director – IP Global Services. "We went from bidding the project to start-up in just four weeks. DCA completed the initiative on-time and under budget despite several roadblocks we threw at them along the way!"

New York-based Pfizer is a diversified, global health care company dedicated to the discovery, development and manufacturing of medicines, vaccines and nutritional products for people and animals. Pfizer works across developed and emerging markets to advance wellness, prevention, treatments and cures that challenge the most feared diseases of our time.

Document Conversion Associates, Inc. (DCA) has been an international leader in mission-critical content management solutions since 1991. Featuring world-class document imaging hardware and software and proven information management processes, DCA serves the world's largest companies, governments, and educational institutions with integrated document imaging, forms processing, and content management solutions.

Contact us to learn more about OCR Document Scanning Services or for a free consultation

Creating a Successful Business Process Management (BPM) Project

Amy Crossin - Friday, November 02, 2012

Business Process Management Solutions from DCAThere are countless benefits to implementing a business process management project, including increased business flexibility, efficiency and profitability. But in order to achieve these goals, it is imperative that your ECM strategy is well developed before any technology is deployed. Here are some tips to creating a successful BPA project:

  • Create awareness and gain support for your ECM initiative. Be sure to engage all stakeholders in the process as early as possible, especially the end users. Those who are close to the process can give insight into what is working and what isn't. Routine business processes often aren't optimized due to the use of old methods that were never updated to evolve with the growing business.
  • Be prepared and be realistic. Before you invest in technology, allot the appropriate amount of time and resources to the project. You will need sufficient time for analysis, planning, testing and improvement. Be sure to identify goals that are attainable with your timeline, budget and other resources available and communicate these goals often. With realistic goals in mind, staff will stay motivated to gain the desired results.
  • "Think enterprise". Even if you are focused on improving a single department or business area, consider the opportunities in all of the areas within your business where the data you collect has strategic value.
  • Continuously evaluate and improve the process. Your business is constantly evolving, and so are the technologies that support it. Evaluate your processes periodically and modify as necessary to stay in line with broader enterprise goals.

Contact us to learn more about ECM strategies or a free consultation

DCA Celebrates World Paper Free Day 2012

Amy Crossin - Thursday, October 25, 2012

aiim World Paper Free Day 2012 with DCAFor many years we have heard the mantra of going paperless. And while you may see the words "paper-free" and think "tree hugger," the reasons to participate are linked to hard business benefits, not saving trees. Business organizations of all sizes and industries of all types have sought to minimize their paper use and reduce costs and carbon footprint while at the same time increasing operating efficiencies and profitability.

Join DCA and organizations around the world for one day as we discuss how to automate manual processes (that's removing the paper) in order to make work run more smoothly. If you remove the inefficiency paper creates in your organization; you WILL save and/or make more money. And, yes, it is good for the environment. Those are two reasons anyone can support.

The final Thursday of October; commit to:

  • Not printing anything
  • Look into a business process or technology that can cut the paper waste in your office
  • Participate or produce a local Paper-free Day

This is no small task and it requires not only the proper use of technology but also change. Change in our Ways of Working (WoW) and change in our corporate culture. It requires change in the way we think. This is perhaps the hardest challenge of all. Going paperless and the change required to get there. DCA would love to hear YOUR thoughts on the paperless agenda form your experience. Tweet us your thoughts @DCASolutions or contact us through our website.

Resources: www.aiim.org/paper-free-day

World Paper Free Day is an initiative by AIIM international to create awareness for the advantages of electronic information management to save paper. AIIM is a non-profit association dedicated to nurturing, growing and supporting the information management and social business community.

How Electronic Forms Processing Can Transform Your Business

Amy Crossin - Wednesday, October 17, 2012

Importance of Electronic Forms from DCANearly all organizations rely on forms in some area of their business. Whether it is human resources managing payroll or a university processing student applications, forms allow organizations to collect specific information to serve key business functions. Nevertheless, paper forms have certain limitations; they are vulnerable to damage, being lost, misplaced, altered or forged. Moreover, paper forms are tedious and slow to process due to redundancy of information, version control, approval routing and the input of data into business systems. Advanced technology provides a better solution to managing forms with the creation of electronic forms, or e-forms.

An e-form is a computer program version of a paper form. Aside from eliminating the cost of printing, storing, and distributing pre-printed forms, e-forms accelerate processes because they can automatically format, calculate, look up, and validate information for the user against existing databases. Compared to paper forms, e-forms allow more focus on the business process or underlying problem for which they are designed by streamlining workflow. Digital signatures and routing via e-mail can significantly reduce approval cycle times. With electronic submission of completed forms, you can also eliminate the cost of rekeying data and the associated errors.

DCA is a leader in implementing secure e-forms solutions for both public and internal forms processing. DCA provides solutions to quickly capture, verify, approve and integrate data with existing enterprise systems, while ensuring that the data collected is secured, validated, protected, and archived against possible loss or damage.

Contact us to learn more about streamlining critical business processes with electronic forms

New Aberdeen Group Research Shows Accounts Payable Automation Pays Off

Amy Crossin - Tuesday, October 09, 2012

Aberdeen Group ResearchAccounts Payable is gaining more and more momentum as a strategic function within enterprises. With pressures to increase visibility, compliance and efficiency while cutting costs, many have taken advantage of technology to streamline AP processes.

The Aberdeen Group recently conducted a study of over 150 companies to uncover best practices in Accounts Payable among the "best-in-class". They discovered that the cost to process an invoice for the average enterprise was almost four times the cost of best-in-class enterprises. Additionally, cycle times were nearly four times longer. So what are the best-in-class doing to set themselves apart?

To start, the participants identified a need to evaluate current AP operations to eliminate bottlenecks and standardize policies for the receipt and workflow of invoices. It is important to quantify the associated time and cost to manually process paper invoices and to reallocate these resources to areas of more strategic value. This upfront effort will lay the groundwork for smoother automation implementation down the line.

Document capture and workflow technologies with automated approval routing have proven a significant ROI by reducing cycle times, lowering transaction processing costs and eliminating manual data entry. This enables AP staff to better manage supplier relationships by eliminating potential errors and providing real time tracking of invoices in the procure-to-pay cycle. Choosing the right technology not only addresses performance goals, it also enables finance managers to monitor organizational performance for financial reporting and budgeting. To complete the solution, it is important to integrate AP processes with existing ERP systems.

Contact us to learn more on how AP automation solutions can add strategic value to your organization

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