Better document management

Andrew Basil, its Director of Product Development explained the benefits of its solution to Cindy Jacobian VP and Information Security Officer at California’s Vineyard bank when they met at Boca Raton.

AB. Axacore has a product suite that is centered around document imaging and document-management related technologies, in particular, relating to web-based storage and retrieval and web-architected solutions around document imaging and document management.

So we help companies, in general, achieve their enterprise content management by focusing primarily on what we call end-to-end document management and document imaging, in a true, web-based scalable architecture that's designed in a browser-based, user-interface environment.

Everything in the organization needs document infrastructure solutions. But they should be rapidly quickly deployable and very easy to integrate without getting into 18 months of implementation cycles.

CJ. We are looking to put in a CRM model that can do something more with document management, and link our customer with all of their records, files, and communications. This will allow us to share that information across the organization with other managers to make decisions. We do a lot of collaboration with our customers, so we're looking for a tool that will enable us to do that.

AB. A big challenge here is that Vineyard has multiple branch locations, whether those are actual office branches, or remotes that employees are running out of their homes, or telecommuting. Where's the data being housed and how do I meet my security and auditing requirements in knowing that my data's safe?

So in the case of document management, it's particularly interesting because documents are brought into your document management system in a bunch of different ways. They may originate in paper. They may be sent electronically or via email, and you need to upload it into the system.

Let's say in the case of a loan – the end customer is applying for the mortgage and has given their loan officer a set of bank statements that's physical paper, and that user needs to get those documents into the system.

So in the case of remote document capture, it becomes a little bit more of a challenging exercise, especially for the telecommuter who's sitting at home with a cable modem. What we've done is we've created a series of capture tools that meet all the different ways the documents are captured in the organization.

CJ. And I think your addressing a lot of security concerns, as we're sitting here. I'm thinking about another challenge we have with our current system – adoption. If a system is slow or if they can't use it easily, or they can't upload stuff and get it back it down it won’t be adopted at all.

So the fact that it's browser based, will also encourage the users to store more things securely rather than on their laptop or another computer, or even a storage device that we prefer they don't do.

AB. Everyone loves a document management, contact management engine once the documents are in there. But ultimately, your end users are not going to use it if it's not intuitively easy for them to get those documents in there. The approach we take is we say well, we'll give you the eight different ways to capture documents. And because we have the web display, users know that if they can get onto a website anywhere they can access those documents. That’s going to allow a lot of end users to cross that adoption bridge. And they also don't need the document on their desktop’s anymore, which enhances your security and your auditing process.

CJ. Having a centralized location is good – if something happens to that person, or their laptops get stolen, that means we have some ability to recover those documents. And instead of having one document in ten different places, everyone has the same versions of the document, instead of bogging down our e-mail with different versions.

AB. The name of the game today on document imaging and document managing, is to be able to quickly get things in place that start you moving in that direction of the ‘paperless office’.

CJ. What is the typical implementation duration for the first phase of an implementation?

AB. The initial deployment of a fully functional document imaging management solution that's integrated with your back office applications, is typically a week to a month, where the average is about two weeks.More complex approval routing takes a little more time to implement because it's more about understanding the processes you want to put in place.

For more information on Axacore’s solutions contact Andrew Basil at 858 362 2640 or abasil@axacore.com.