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Compliance-Based Enterprise Content Management Solution – docEdge DMS

Compliance-Based Enterprise Content Management Solution

Now more than ever, businesses are affected by state and federal regulations for compliance, particularly in regard to information security, sharing, and retention. Failing to meet these requirements may lead to breaches of contracts, sanctions, and much more. While it’s a serious issue for any business, regulatory compliance impacts large enterprises especially—since the bigger the company is, the more regulations it has to adhere to. Over the years, enterprises have looked to document management systems to ease this compliance burden.

To help narrow your own search for such tools, we look at some of the most wide-reaching compliance regulations and enterprise content management solutions that can help to meet these compliance requirements.

The Gramm-Leach-Bliley Act (GLBA)

According to the GLBA, customer data must be protected from any threats that could result in unauthorized disclosure, misuse, modification, or deletion under any circumstances. This federal law is applicable to financial institutions, such as commercial banks, security firms, insurance companies, and more. In regard to document management, GLBA requirements include access control, data backup, Stress-free auditing, tracking of all modifications to files, and automated alerts.

docEdge DMS maintains 50,000 major versions and 511 minor versions for each document and keeps track of all changes made to a document, including time and the initiator. It also provides a complete audit trail of all document-driven collaboration, generates automated notifications when sharing sensitive information, as well as document retention.

The Sarbanes-Oxley Act (SOX)

SOX serves to provide transparency and accountability within an organization’s financial reporting. It affects publicly traded companies, public accounting firms, auditors, brokers, and securities analysts. The Act requires financial reports and statements to be accessible, accurate, and without any omissions. It also stipulates retention periods for various financial documents (e.g., retention of five years for invoices).

To meet SOX requirements, docEdge DMS a document collaboration solution enables version control and allows users to compare any two published versions of a document. It also tracks document approvals and changes made since a user last looked at it.

International Organization for Standardization (ISO) 9001

ISO 9001 is applicable to all companies providing products or services to customers and its main requirements for document management are: reviewing and approvals before distribution, detecting and tracking changes, ensuring confidentiality, and support of different formats (e.g., PDF, text, spreadsheets, etc.).

docEdge DMS, a web-based compliance and Enterprise Content Management Solution, supports reviewing, automated workflows, versioning, and tracking changes in documents. It ensures data confidentiality by using private folders and permission levels.

The Securities and Exchange Commission (SEC)

SEC regulations are applicable to financial services, such as brokers, dealers, and exchange members, as well as other public companies. SEC rules cover such documents as asset and liability ledgers, income ledgers, customer account ledgers, securities records, trial balance sheets, etc. The SEC has the following requirements: data encryption, automated retention of documents, document versioning, user permission levels, undeletable and unalterable audit trails, and data backup.

In docEdge DMS, all documents and records are easily accessible for the duration of their existence in the system unless document deletion periods are specified by the admin. All documents can be retrieved and downloaded by authorized users. docEdge DMS has a built-in version control capability, which allows users to store and retrieve different versions of documents. Also, docEdge DMS maintains an undeletable and unalterable audit trail of any activities related to a document.

The Payment Card Industry Data Security Standard (PCI DSS)

PCI DSS was developed to protect businesses and their customers against payment card theft and fraud. PCI DSS is applicable to all companies that accept, store, and transmit payment card information. PCI DSS requirements include protecting cardholder data, encrypting transmission of cardholder data across public networks, restricting access to cardholder data, tracking and monitoring all access to network resources and cardholder data, developing and maintaining secure systems and applications, etc.

docEdge DMS, a Enterprise Content Management Solution by PERICENT, ensures the security of cardholder data. It provides automatic SSL/TLS encryption of all uploaded or downloaded data. SecureDrawer supports user groups to prevent unauthorized access to sensitive data.

The Health Insurance Portability and Accountability Act (HIPAA)

HIPAA was established to protect the privacy of individuals receiving healthcare and guides almost all information circulating in the healthcare industry. The Act is applicable to employers and all healthcare providers that transmit employee/patient information electronically for claims, benefit eligibility, referral authorizations, etc. The main HIPAA requirements for document management are access control, protection against unauthorized modification/deletion of documents, audit trail tracking, version control, etc.

To ensure HIPAA compliance, docEdge DMS, an Enterprise Content Management Solution, supports permission levels for individuals or user groups, thus, restricting access to sensitive information. It gives an instant email notification when someone tries to access, modify, or delete any documents. docEdge DMS also provides versioning and audit trail tracking, which helps to determine who accesses or modifies healthcare information.

The Food and Drug Administration (FDA)

FDA compliance affects food and drug manufacturers, traders, and wholesalers. In terms of document management, FDA requirements include guidelines and regulations regarding copying, access control, permissions, records protection, audit logs and tracking, version control, and electronic signatures.

docEdge DMS’s Enterprise Content Management Software provides access to files only to authorized users, depending on an assigned permission level. It stores all versions of all files and records, and documents are easily retrievable due to assigned metadata. It also supports an audit trail that is secure and can’t be modified. The audit trail includes user ID, date and time stamp, action is taken, document name, type, etc. docEdge DMS also helps to manage electronic signatures that are linked to a specific version of a document and cannot be deleted, copied, or transferred to falsify an electronic record.

Posted in: Document Management System

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How Does Robotic Process Automation Differ from Intelligent Automation

Benefits of Robotic Process Automation

In order to improve business strategy, enterprises should adopt the latest technologies such as ML, AI, and robotic process automation (RPA). Although automation is an important business necessity, terms such as intelligent automation and robotic process automation can be confusing. Both technologies can be used to improve customer satisfaction and reduce operational costs. But the point is how does robotic process automation differ from intelligent automation?

RPA and IA have been proven to be effective technological innovations that allow organizations to achieve the impossible. They can increase customer satisfaction and team morale while reducing operational costs. Both intelligent automation (IA), and robotic process automation (RPA), are software options that help busy businesses automate manual tasks. There are key differences that you need to know before deciding which technology to use.

How does robotic process automation differ from intelligent automation

This guide will show you how does robotic process automation differ from intelligent automation. This guide will also explain how technological improvements allowed intelligent automation to evolve from less technical RPA deployments. Let’s discuss each automation software separately before we dive into the differences.

What is Robotic Process Automation?

Robotic Process Automation (RPA), software that automates repetitive tasks, helps businesses to improve speed and quality and aids in improving efficiency. RPA makes use of scripts to combine APIs with user interface (UI), and interactions to perform repetitive tasks among applications. These scripts mimic human workflows and transactions across different software systems. RPAs can be used in many situations to automate repetitive and tedious tasks. RPAs are often used in processes such as web analytics and payroll processing.

Benefits of Robotic Process Automation

🔹Robotic process automation (RPA), is a form of automation that significantly reduces the time and effort needed to complete certain tasks. This is particularly beneficial for industries such as healthcare and financial services where accuracy and speed are crucial.

🔹RPA can be used to reduce the number of employees required to complete a task. This is one of its main advantages. This is especially useful in high-cost industries. RPA can also help improve efficiency by automating repetitive tasks.

🔹RPA can also help improve customer service. Businesses can save time by automating customer service tasks. This allows staff to concentrate on more important tasks.

🔹Robotic process automation can be a great tool to improve efficiency and streamline operations. Robotic process automation is particularly useful in industries that require speed and accuracy.

What is Intelligent Automation?

Intelligent Automation (IA), which integrates technologies such as RPA and artificial intelligence (AI) to create digital solutions for operational business processes, could be described as the next evolution in RPA. Intelligent automation refers to a system where machines can be programmed to take their own decisions. This can be achieved by a variety means, including artificial intelligence and machine learning. Intelligent automation can be used in many different areas, such as manufacturing, logistics, or healthcare. These industries have the potential for intelligent automation to increase safety and efficiency, as well as reduce costs.

Benefits of Robotic Process Automation

🔹Intelligent automation allows robotic systems to work together more efficiently, which can increase overall efficiency. This can reduce time spent on tasks and lead to higher production.

🔹Intelligent automation can reduce errors made by workers. Robotic systems can be freed up to focus on more important tasks by eliminating manual tasks. This can help reduce errors.

🔹Intelligent automation is a way to improve worker safety. It uses automated systems that can detect potential hazards and protect workers from them. An automated system might stop a robot from getting too close to an object or person.

🔹Intelligent automation can increase worker productivity by making it easier to finish their tasks. An automated system might provide instructions on how to complete a task, such as step-by-step.

What is the difference between IA and RPA?

Although they sound similar, intelligent automation and robotic process automation are different and are intended for different purposes. RPA can be used to automate repetitive work. This could be as simple as logging in to your email with the same password and id every day. RPA can easily handle repetitive tasks that are linked together to create simple processes. These processes are very similar and offer little variation. They also fall within the RPA capabilities.

IA is superior to RPA because it simulates human intelligence using AI. It also has the tools and capabilities to perform high-functioning tasks that require analysis, reasoning, and quick decision-making. IA integrates all RPA capabilities. It also brings process automation to the table which can only be possible with bots that learn and adapt continuously. Experts agree that RPA is only a temporary solution to fully integrate IA.

RPA and IA Solutions for Your Business

There are several types of intelligent automation (IA), and robotic process automation (RPA) available for automating your business. Here is a quick overview:

Robotic Process Automation: RPA (Robotic Process Automation) is a form of automation that employs software bots to perform tasks that would normally be performed by humans. RPA can be used by businesses to automate customer service processes such as answering emails or fielding calls.

Intelligent Automation (IA: Intelligent Automation is an advanced form of RPA. It uses artificial intelligence (AI), to decide how to perform tasks. IA can consider historical data and user preferences. This makes IA systems much more adaptable and efficient than traditional RPA.

How does robotic process automation differ from intelligent automation? The answer depends on many factors including your budget and needs. Contact Us if you aren’t sure which solution is right for you. PERICENT can help you choose the right option for your company and recommend the most effective tools and technologies to grow.

Conclusion

Intelligent automation and robotic process automation (RPA), are two different types of process technology. RPA, which uses software bots for automating tasks within an organization, is a traditional type of process automation. Intelligent automation is a more recent form of process automation. It uses AI to make decisions about how best to automate tasks and manage data. Understanding the differences between intelligent automation and robotic process automation is important so that you can select the best one for your business.

Posted in: Business Process Management

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Difference Between Cloud vs On-Premise Document Management

Difference Between Cloud vs On-Premise Document Management

Cloud vs On-Premise document management is one of the most hotly debated IT topics of the 21st Century. Many people are still unsure about the differences between cloud-based, on-premise, and online document management software (DMS).

Today, we’ll discuss the differences between online and on-premise DMS. This will help prospective and existing users decide which model is best for them and how each DMS model can benefit their organization.

Misconceptions about Cloud vs On-Premise Document Management

Clouds, also known as hosted services or SaaS, are not new. It can actually be traced back to commercial computing which took place over 20 years ago.

It’s not as tangible as the name ‘cloud’ suggests. The cloud is actually a global infrastructure that occupies many tangible spaces (highly encrypted information centers) around the globe, which integrates the increased security, collaboration, and storage bandwidth required in many industries.

On-premise document management software is not as common as it seems. However, there is one misconception. This misconception is that organizations need to have an on-site IT team in order to use the DMS.

Most document management vendors provide services through resellers or training programs that remove an organization’s IT staff from the list of requirements.

Differences between Cloud Vs On-Premises DMS

Data Migration

Cloud vs. premise document management is misplaced fear in DMS Implementation. The data migration differences between online DMS and on-premise DMS are key differentiators.

After an organization has migrated its data and content to the cloud, it will remain there. This is advantageous for two reasons: data migration can be expensive and time-consuming. On-premise DMS may require additional data migrations depending on the organization’s IT strategy. This is especially true since organizations that purchase document management software on-premises tend to change their systems every 5-10 years.

Functionality

Cloud-based solutions are able to function in-browser over the internet. This is important for many reasons. These days almost any information device can access the Internet. However, on-premise DMS access to organizational storage, collaboration features, and other functions remain tied to the software’s origin/point of installation. Without analyzing the limitations of on-premise solutions, cloud vs. on-premise document management cannot really be distinguished.

The cloud can overcome issues of desktop compatibility that are sometimes present in niche operating systems (niche, not within Windows).

Cloud-based online DMS are, without any serious criticism, far more functional than their on-premise counterparts. This is especially true because it can be accessed via mobile apps and consumer-grade laptops (such as Mac), which are increasingly becoming popular in the enterprise.

Pricing

While many are aware of the price differences between cloud-based DMS and on-premise DMS, few people understand the long-term differences. As always, price and value must be considered together.

This is the biggest difference between cloud and on-premise document management solutions. There are two sides to this coin: there are easy ways to measure the expenses and there are more complex methods that can be used to calculate the benefits.

Although the initial cost of cloud computing is lower than the other options based on simple calculations, organizations will see a return on investment if they use both the cloud-based DMS and the on-premise DMS. This is because each technology allows them to go paperless.

It is important to note that organizations will spend more electricity with an on-premise solution. On-premise solutions are better suited for rural offices because they have fewer Internet access options.

Information Technology Considerations

Companies must install the licensed software on their computers and network in order to use the document management system. It is their responsibility to maintain the current version of the software. Some software providers may charge extra fees for updating. The organization must not only purchase the software, but also the hardware required for storage and processing. They also have to pay to power the hardware.

Companies must ensure that their data and software are safe from physical and security threats to computers, networks, or databases. Organizations with on-premise document management require IT staff to manage hardware, software, security, and data.

While cloud-based DMS products can be used online to sync and integrate with an organization’s existing IT infrastructure, it doesn’t mean that they are easier to implement on-site solutions.

While server management is done within the company with on-site solutions, vendors can and often will provide services to ensure that the DMS runs smoothly.

Accessibility

Cloud allows you to access more servers without taking up significant space. Because it is more easily accessible from more places, the cloud has a higher temporal capacity to connect more people during mission-critical times.

Cloud-based solutions are more expensive in bandwidth, as we’ll see. On the other hand, on-premise DMS will work with a terminal server. There are many differences between cloud and on-premise document management, but the cloud offers more accessibility than the on-premise options.

Bandwidth and Services

Bandwidth is critical for data migration. An on-premise solution allows bandwidth to be used only by your pre-existing network. On-premises can be more reliable than the cloud. While there may be less bandwidth than you want with the cloud, on-premises is more likely to offer more bandwidth, even though it requires more electricity and power. This dichotomy splits the cloud vs. premise document management parameters.

As a service investment, the cloud will only require some consulting services, but software upgrades that require on-premise solutions might require technical support. This can sometimes slow down the usual speed of operations.

Intuitiveness

DMS novices are often more comfortable understanding on-premise solutions. The cloud, however, is a web-based technology that allows for greater customization and can make the solution easier to understand.

On-premises, despite the intuitiveness and simplicity of the cloud, is a technology that has been around for some time. It can be compared to the intuitiveness and ease of use of the Windows software interface.

Despite the differences, both DMS modes allow for software integration that makes processes easier to integrate with existing tech infrastructure.

Implementation

While implementation times will vary greatly from one organization to another, the cloud is faster than any other because many of the implementation steps can be completed easily by DMS vendors with cloud-based solutions. This makes it easier to understand cloud vs. on-premise document management.

Pre-existing infrastructure will also affect the time it takes to implement. Pre-existing cloud applications will make it more difficult to implement on the premises.

Last words

Because of its many benefits, cloud computing is becoming more popular. Cloud computing can reduce workloads and help companies manage their budgets.

Risk managers see unauthorized access to sensitive and regulated information as a serious concern. Even though remote access allows users to log in from anywhere, it can seem risky. However, for those who don’t need to comply with storage regulations on their premises, a cloud provider capable of providing secure authentication should suffice.

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12 Key Factor to Choose Right Business Process Management Software

business process management software

There are many business process management software options on the market. Hundreds of options are available, with different levels of functionality. This is a great thing itself, but it can also be a problem as buyers often assume that all BPM software is the same.

However, this is not the case. Business process management software (BPMS), can differ in terms of type, scope, or implementation. For some users, however, options overload can lead to analysis paralysis as they jump from one product to the next trying to make a decision.

This guide proposes a workflow that will streamline the BPMS selection and assist BPM software buyers in predicting high success rates in software/business best fit matching.

Consider these factors when choosing right business process management software

BPM software is a key factor for every business but before why did 70% of BPM Implementations got Fail. These are the 12 criteria you should consider when deciding which process management software is best for your process improvement goals.

Monitoring in Real-Time

To support real-time monitoring, your system should have bespoke monitoring applications. This feature can be used to monitor key process indicators and provide real-time monitoring.

Customer Support Tickets — Analyzes new tickets, resolves tickets, and times resolutions. This will help you to create a client-oriented department.

Percentage of Product Failures — This is the percentage of defective products. It takes the total number of units produced and divides it by the number of spoilt units.

LOB Efficiency Measure — This measure measures staff efficiency by analyzing the number of units produced each hour.

Role-Based Routing

It is important to choose a tool with role-based routing capabilities. This feature is crucial because it allows you to clearly define the roles of each team member in your company, even if they are not defined in the response database.

Integration with existing software solutions

The ideal process management software tool must be flexible enough that it can interoperate with other business tools. This capability allows you to access data from other platforms, without having to manually enter the information. You can quickly access data stored in other business tools and, with just a few clicks, download the target data to your business process management software database. This streamlines the entire process and saves time and money.

Comprehensive Reporting

The primary reason you should incorporate business process management software into your company’s operations is to increase production. A tool without a solid reporting system is not worthwhile. For a business process to be successful, it is essential that you have a solid reporting system.

If you are looking for a unique tool to revolutionize your business processes, then consider one that combines logic and statistics to create an informative and comprehensive report.

Mobile Support

People are becoming more attached to their phones. Most people sync their mobile devices with their bank, email, and work accounts.
Employees can create customized, accessible work environments by choosing a business management software tool that allows them to sync their smartphones easily.

Dashboard Widgets

Dashboard widgets are an essential part of any business process management software. Employees can create a dashboard to help them see the status of their most important tasks and get instant access to the filtered results.

Usability

Consider who will use it and what their communication preferences are. It will be used by frontline staff or technical process specialists. Users should be able to interact with the interface easily. It shouldn’t be too difficult to use. You should look for functionality that saves time and effort. For example, the automatic generation of process maps based on user input. A search function that improves ease of use and does not causes frustration is one example.

Many processes are dynamic, so change management is a must. A dashboard that displays automatic notifications can give users visibility into the status of their processes and give managers assurance that they are being notified when there is a change.

Analyze

Business analysts should be able to access information from their process management software that supports them in making processes more efficient and enabling them to use tools such as Six Sigma and Kaizen. This approach is something you should consider if you want to implement it. You will need to be able to identify waste opportunities, eliminate non-value-added activities, and spot cost reduction possibilities.

The BPM tool should also be available to all employees in order to facilitate the analysis of current processes as well as the identification of potential improvement opportunities. Your teams will know everything about your processes and can help you plan for the future. This is an essential component of identifying automation opportunities and improving them.

Governance

Version control should be a feature of your process management software. This will allow you to track who uses the system and keep an eye on any changes for auditors. Your process improvement efforts will be successful if you have a clear governance system. Transform success measures into job reviews and key performance indicators to increase engagement. This will ensure that you don’t go back to where you started, with outdated processes that no one uses.

Content Management

Collaboration is the key to process improvement. The BPM tool is designed to encourage collaboration and the exchange and support of ideas. It will also track and accommodate feedback and suggestions for improvement. They should be easily traceable and tracked.

Many organizations find it difficult to provide teams with process information when and where they need it. Engaging with your processes will be easier if there is one location that contains all the process truth. Process guidance should be accessible in places that your teams use every day. This could include the company intranet, URL links in ERP systems, CRMs, or Salesforce. Consider how your teams will be able to access the process information. What and when will they require it? How can you make process management software accessible to your teams?

Technology

As your business grows and changes, your process management software must adapt to meet these needs. Word, Visio, and PowerPoint are not scalable, so they can’t keep pace with process mapping tools such as PowerPoint. Your rollout plan should include more than just the technology. It should also detail the resources required to implement and embed that technology.

Cost

Your business process software selection should not be based solely on cost. If you don’t see small wins in a short time, regardless of cost, you need to question the return on investment. A vendor should treat your investment as their own and give you the opportunity to make suggestions. Flexible providers will take you along on the process improvement journey with them and respond quickly to any questions.

Last words

There is no doubt that the BPMS is a crucial element that will enable you to improve your processes. However, it is only possible if you choose the right tool and the correct process management approach for your company. You can view your BPM requirements through the lens of usability, governance and analysis. This will ensure that you choose the best approach to meet your current or future business process management needs. It will also help to maximize your return on investment.

Posted in: Business Process Management

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