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Millennia Group Blog

Business Process Automation - How is your Company Doing?

Wednesday, February 19, 2014

According to Wikipedia, Business Process Automation (BPA) is "the strategy a business uses to automate processes in order to contain costs. It consists of integrating applications, restructuring labor resources and using software applications throughout the organization."

BPA, as you can see, is a broad definition and sounds like a massive undertaking. Yet companies successfully complete "BPA projects" - knowingly or unknowingly - all the time.

Examples of simple BPA projects include:

  • Accepting orders via online form (replacing the use of a fax machine or order clerk answering the phone)
  • Replacing monthly sales reports created manually in Excel with automated reports and dashboards created by CRM software like Salesforce
  • Using Mail Merge to deliver customized marketing materials to customers and prospects
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Organize, Consolidate and Share

Tuesday, January 28, 2014

Most businesses that we see operate with multiple information silos. From paper documents in file cabinets and files in shared directories on a server to files loaded in cloud storage and of course files on each employee's computer.

It should be every company's goal to consolidate all those silos into an efficient repository of critical business information that lets the company operate at peak performance.

Although most companies would claim they are accomplishing that goal by using data warehouses (CRM, Accounting and ERP systems), the real problem still looms below the surface.

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We Have Seen the Light, and We Want You to See it Too

Friday, January 24, 2014

We have been busy searching for the meaning of Scanning so to speak. Millennia Group has been a scanning service bureau or scanning services company for 17 years now. We have always put customer first and that has meant providing our valued customers with scanning services that they wanted and were willing to fund. There is no question that when the economy was really good, the willingness to fund scanning projects was far greater than it is today. The underlying reasons to scan have not changed, but the willingness to fund them has, shall we say, tightened up a bit. And we understand that. This has caused us and our clients to look deeply at the reasons for a scanning project. The results of that look are really not surprising.

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Checklist Length Doesn’t Matter

Friday, November 15, 2013

We have been very busy meeting with people in a variety of companies and disciplines but one area that has taken great interest in our online document checklist continues to rise to the top and that is human resources. When we meet with someone in the human resources world and we start to describe the concept of an online checklist that helps you track and gather a set of required documents, we have been surprised by a simple response - we need to collect one or two documents from many employees.

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A Slippery Slope

Thursday, September 12, 2013

Our blog title - "Tackling Mountains of Docs" is very top of mind lately. We have just launched a new service aimed squarely at Iron Mountain - controller of mountains of boxes of documents. Our service is a combination of technology, hard work and process but in the end, it is just common sense. We call our new service I:S Cubed as in Inventory: Scan, Shred or Store.

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It's Not about the Scanning

Friday, July 26, 2013

Almost every inquiry we receive regarding a potential scanning project includes a discussion and focus on the scan resolution (commonly referred to as Dots Per Inch, DPI), file type (PDF or TIFF), logistics of pickup and drop off, prep and re-assembly. Very few of the discussions initially focus on the indexing or categorization and organization of the files. It is mostly an afterthought by the potential customer, as if the entire project is all about the conversion and not about how they can benefit from having the documents easily accessible.

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One Super Versatile Tool

Monday, June 10, 2013

The concept of putting a checklist application online and incorporating file attachments has really sparked a great deal of interest. Like our last post, the interest has come from business areas that we did not anticipate. Therefore, we are starting to casually refer to CollectDocs as the Duct Tape application - it has a million uses.

The number of uses has increased with our addition of Tasks and Data collection to the types of items that can be part of a checklist. When CollectDocs was first created, it only allowed items to be file attachments. Now a checklist can be file attachments combined with some tasks that need to be completed and even some data points that need gathering. Behold, a simple workflow tool.

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When is a Million Not a Million and Who Cares?

Friday, May 17, 2013

Most of our customers and prospects look at a wall of file cabinets or room full of boxes and immediately think "there must be a million pages here". They may be right, but they may be wrong. The correct answer or as close as you can get to the correct answer is extremely important in terms of the total cost of your imaging project and justifying your project.

If the cost to scan, prep, index and re-assemble (I don't like just saying the "cost to scan", since scanning is far more complicated than a single step) is $0.10 per page it makes a big difference if you have 1,000,000 pages or 100,000 pages. There is a huge difference between a budget of $100,000 and $10,000. As an example of how important page count is to the total project budget lets see what the budget is if we increase the cost per page by 50%.

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Compliance and Audit - Imaging Helps

Monday, April 29, 2013

Two business areas that can benefit, or suffer, from imaging are compliance and audits. Here is why - unless your imaging process is tightly controlled, the risk of mis-information is equal to or greater than a paper based system. What could be some control points. Centralized scanning could be. This might create a bit more consistency in how documents are classified and saved vs leaving that task up to every individual user in the company. There will undoubtedly be spelling errors, mis-interpretations, mistakes and duplicated efforts, some of which might go away with centralized operations. A review step can also help, but that adds a layer of management and cost on the process. Structured file names. Can work, but round things don't always fit into square holes nicely. Workflow rules. That is a great way to ensure consistency and accuracy. A component of Workflow is source data as in matching invoices to the source accounting entry in the accounting system or matching the contract to the customer in the CRM. More to come. text

Cost Benefit Analysis of Imaging

Friday, March 15, 2013

Who doesn't smile when they order a turkey sandwich for $5 and it comes piled high with carved turkey, a pickle, a bag of chips and a drink - That is a positive cost benefit relationship. But that same order might cost $20 - That is a negative cost benefit relationship for most of us I presume.

Is there any way to ensure the positive outcome each and every time for each and every customer (User)? You can plan as best you can, but there is probably no way to please all people all the time. You may serve great turkey, the best pickle and all the other good stuff they wanted but the mustard you provide is way to spicy.

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