Workflow Automation Software

Millennia Group Blog

Make my day – delete those records

via Jay Gorman from FlickrRecords retention and records management are very important principles in dealing with corporate information.  Records management being the overall guide book for employees on to how to store and classify information.  It is also about proper management of that information including legal holds (don’t destroy if litigation is in process), access to information and records retention.

Records retention is basically an information destruction plan based on business or legal requirements.  A business doesn’t necessarily want the burden of securing confidential, but outdated information for ever – ie. former patient records.  Creating a records management policy and records retention schedule requires a lot of effort and yet the actual deletion of records is a very difficult step to take. Here are some thoughts on how to feel better about pulling the trigger.

First, you need to get comfortable…

How to prevent that sinking feeling

via Flickr - Judith E BellIn an old paper based world, notification of new information meant extra copies of the document were placed on the desks of teammates.  Otherwise, it required a hunch and a trip to the file cabinet or the random perusing of co-worker’s desks.  In fact, it was probably not known that something new was available until it was a surprise – learned from a customer or worse yet, from the boss who somehow knew the facts.

Today, documents are digital and some might think that has solved all the problems.  Not exactly, not even close.  The only problem that has been solved is now there are less paper copies distributed.  Information, including documents, can still go undetected and unknown.  Surprises still happen and decisions based on incomplete information are still made, but it doesn’t have to…

Vision Influences the Purchase Decision

Speaking strictly from the standpoint of workflow and document management, there are factors that support a purchase and issues that can lead to a “Don’t Need it” response. via Flickr, Jase Lam Ifyou can’t determine need, then cost, as a factor, is irrelevant.  If there is need, it is clear that cost impacts the decision and the expected return must outweigh the cost.  It is a fairly simple concept but establishing need is not so simple.

How can you uncover the factors that determine need and create opportunities in the buyer’s mind?  This is where the technology really must shine.  There has to be enough Wow factor to override the fear of change, the expected implementation effort or simple doubt.  But is it really Wow that makes someone think they need a solution or is it something subtle that sparks a…

Captains of Industry are Building Conglomerations

via Flickr HRP2911I heard a story about how there is a push to bring the “Hipster” crowd to Eau Claire Wisconsin, a family oriented, affordable, city of 150,000+ in Northern Wisconsin.  My first response was that with current technology, people can choose to live wherever they want, so why not Eau Claire.  Having this opportunity is not a new concept and in fact, people working remotely is very commonplace already. 

However, what it brought to mind was that it’s not just your remote employees that you need to plan for these days.  Today some portion of your business process may be outsourced and you need to plan for those workers as well.  Where are those workers and how will they be included in the process?  How does your technology support this new conglomeration?

Who is part of your…

Convention News (File Naming Convention that is)

The tie in between the current media focus on the political conventions and several recent projects involving file naming conventions, was too good to pass up.  The political conventions are all about delivering a consistent, patterned message.  Naming conventions are all about consistent, patterned file names. 

Political conventions are noisy and full of bluster, but focused on getting a large group of people to back a single platform.  Naming conventions, while preferably not noisy or blustery, must be developed on a platform that will be understood by a large group of people.  But as we all know, one solution may not fit everyone’s needs.

In the document management world, file naming conventions are utilized in maybe 33% of the systems we see.  In our experience, most of these companies use a folder based document management system or just store…

Lost Document Cost? – The Search & Wrong Answers

via Flickr - Dru KellyWhat is the cost of a lost document?  There are two components to the cost regardless of the document being either lost or just misplaced. 

One component is the potential cost that a decision is made or action taken with incomplete information and there are negative consequences.  For instance, if a contract is lost, one party to the agreement could take advantage of the other party.  This situation might occur even if a replacement document could be obtained, but maybe not in a timely manner.  Therefore, the employee makes a decision based on what they remembered.  We call this the “Oh Sh&#” cost because it usually doesn’t get noticed until it is a surprise, and its usually a bad surprise.

Another component is the cost to try to locate the document.  Some amount of time is taken…

When Is Automated Workflow Justified?

There are dozens of processes that every employee must participate in during the typical work week. Review the budget, create the report, enterVia Flickr by Ian Carroll the new contract. When does it make sense to automate that process?

If the process happens every day all day, yes, automate it. If the process is complicated and prone to errors, yes automate that. What if the process only happens once a week or once a month? Let’s look at a few other key reasons to automate.

Having a flexible solution might help grow the company by attracting new business or expanding in a current area of focus. For instance, if a process requires a special skill set but those employees are difficult to hire, having a cloud based workflow might allow you to offer a work from home…

Active vs Final Documents – Co-habitation?

Via Flickr - Stuart BassilA technology issue that companies deal with on a regular basis is using one application for managing active or working documents and a separate application for the archived or final documents. Active being defined as documents in the creation or working stage and final being final or executed.

This situation exists because of how and why these documents are created, accessed and shared. Certain employees are document Creators and others are document Users and their needs are very different. The Holy Grail is one application to manage both. The reality is you need two applications. Let us explain why that is not a bad thing.

Speed and flexibility is demanded by the document Creators. The Creators just want to get their job done and get it done quickly. But that…

It’s Tax Day – Do you know where your Supporting Documents Are?

IRS Publication 4837, otherwise known as “Achieving Quality Examinations through Effective Planning, Execution and Resolution” published by the IRS Large Business and International Division, indicates that it would be wise to have supporting documents readily available when audited.  Because you want to defend your position and you really don’t want the cost of responding to the audit to be greater than the potential tax impact.

The IRS will make Information Document Requests (“IDRs”) to support claims made on any entities tax return involved in an audit.  Various types of documentation support revenue recognition and expense claims.  It is highly recommended that this documentation being organized, accessible and easily reproduced – sounds like a perfect scenario to justify an electronic document management system (“EDMS”).

Some types of documents that support revenue recognition are contracts, leases and licenses.  To support transactional events like…

Fear of change is okay, if it only lasts 5 minutes

In a past era processes were set in stone. Assembly lines were created and they ran for three shifts a day year after year. Big mainframes were programmed and some of those programs still run today. Change was slow and methodical for both consumers and businesses.

Today, manufacturers and businesses of all types are struggling to meet the new era’s requirements and challenges including personalization and on-demand. The only way to manage in this environment is to have a workforce and applications that embrace and smooth the way for change – in 5 minutes or less.

Unfortunately most employees, even younger ones, fear change. The fear comes not only from having to learn something new, but also from a break in routine or loss of time. With the crazy busy schedules that most employees have…