The Costs and Inefficiencies Hiding in Every ECM

Enterprise Content Management (ECM) ecosystem is essential to any big organization. It can facilitate better productivity, improve business processes, and ensure regulatory compliance. Yet the current processes, however widely used, is characterized by glaring inefficiencies that have somehow become the status quo. How often do employees accidentally file the wrong document, or file the same document twice? How much time is wasted dragging and dropping .pdf files all day long?

What about the money and resources these inefficiencies cost?

Information workers waste a significant amount of time each week dealing with a variety of challenges related to working with documents. This wasted time costs the organisation $19,732 per information worker per year and amounts to a loss of 21.3% in the organisation’s total productivity. For an organisation with 1,000 people, addressing these time wasters would be tantamount to hiring 213 new employees. (Source: IDC and Adobe 2012)

Think about it: millions of documents are captured, managed, preserved, and delivered every day. At that rate, any inefficiency, however large or small, can quietly cost you money and time. Unfortunately, this is true of most enterprise content managements systems—they just aren’t as efficient as they could be. As an example, Sharon from Accounting wants to save a completed Microsoft Excel report to her company’s repository. In a typical ECM such as IBM’s FileNet P8 product, the process would look something like this:

  1. Save as .pdf
  2. Log in to Content Navigator
  3. Drag and drop the .pdf into the Content Navigator window
  4. Type in the document properties
  5. Click Add or Save to add the document to the repository

That’s at least five steps that require Sharon to leave the application she’s working in. It’s slow, it’s error-prone, and it’s quietly inflating costs while hindering operational efficiency. Why? Because it’s not just Sharon losing time with this antiquated process—it’s every employee working with the repository, company wide.

Print to Repository from Any Application in Two Simple Steps

What if Sharon could memorialize her expense report in two steps instead of five? That’s the idea behind Straight to a Repository (STAR) technology from Hanselware. STAR uses patent-pending technology that automates a key step in the document ingestion process, meaning Sharon can save documents to the repository from within any application.

No more signing in repeatedly, dragging and dropping files, or saving documents to the wrong place.

Let’s see how the process changes with STAR. Consider the same Excel expense report from the example above. This time, Sharon’s machine has Hanselware STAR installed and integrated with her company’s repository. Here’s the revised, step-by-step process she would follow to save her document to the repository:

  1. Click File → Print
  2. Enter document properties and click add

Two steps. And since Sharon is already logged in using Hanselware’s single sign-on capabilities, there’s no need to waste time signing in through a separate window, saving a .pdf, dragging and dropping files, or leaving Microsoft Excel.

 

Save up to 90 Seconds per Document Save

Thanks to Hanselware, Sharon was able to save 90 seconds she would have otherwise lost sending her expense report to the repository using the old way. The thing is, Sharon has to save files to the repository at least ten times a day. That means Hanselware could save her fifteen minutes a day, time she can now spend following up with clients, meeting her team, and boosting the bottom line.

And Sharon isn’t alone. Let’s say there are 1000 people in Sharon’s organization. If they all saved 15 minutes each day, the company would save 250 hours a day overall, just on time spent memorializing documents.

 

If it Can Print, it Can STAR

Hanselware’s patent-pending Straight to A Repository (STAR) technology uses our proprietary print driver to create a universal and infallible process for users like Sharon to save content to the correct repository. Because we connect through a printer, we automatically integrate with any desktop application that can print, including Microsoft® Office™, SharePoint, SalesForce™, and Peoplesoft™.

It’s not just Sharon that will breathe a sigh of relief: the Hanselware appliance can be hosted on or off premise, meaning Information Technology managers can deploy STAR wherever they need, no matter what repository is currently in use. And with one-wire printer driver and single-sign-on capabilities, enterprise IT managers will love how easy it is to implement Hanselware.

 

The STAR Difference

  • Universal integration with IBM FileNet, SharePoint, Dropbox, Box, and other ECM systems
  • Easy to install with no need to rip and replace
  • Single interface to save from any desktop to any repository
  • Scalable across every work station for enterprises of any size
  • Reduces platform integration costs and incremental connections
  • Helps avoid data loss and costly security breaches
  • Improves IT management and compliance synergy

High-level Efficiency in Every Aspect of Enterprise Content Management

 

Consolidation
  • Consolidate repositories with minimal impact to users
  • Common interface so documents are stored while users work
  • Minimal training, no customization
Cost Reduction
  • Off premise, thus reducing licensing and support costs associated with decommissioning on-premise platforms
User Interface
  • A common interface compatible with multiple repositories
  • Redirect documents from the old platform to a new platform
Platform Migration
  • Integration with top-tier repositories including FileNet, Box, Documentum, and SharePoint
  • Seamless transitions from one content management system to another
Federation
  • Integrates with multiple repositories simultaneously
  • Eliminates the need to navigate different platforms and applications to store documents
Memorialization
  • Create archival renditions or store existing document formats based on enterprise policies
  • Secure record repositories that prevent modification or inappropriate deletion

Good for Enterprise IT, Good for Business (Good for Sharon, too!)

✅ Easy Installation

With no need for rip and replace, plus universal integration with IBM FileNet, SharePoint, Dropbox, Box, and other ECM systems, you’ll be up and running in no time with minimal service interruption.

✅ Immediate ROI

By streamlining document collaboration between multiple teams, searching for documents, and streamlined document retention, Hanselware can make a direct and immediate impact on the bottom line.

✅ Impeccable Customer Service

We understand the importance of numbers, but we understand the importance of prompt and thorough customer support, too. Our dedicated technical support team will be there to make sure your STAR implementation exceeds your expectations.

Thank you for taking the time to get to know Hanselware. Consider us the time-saving slingshot to your existing document repository: simple to use and designed to minimize integration costs and IT headaches. Contact us today and we’ll help you push your documents directly where they should go, helping save time and money while doing it.

To schedule a demo, visit us at https://hanselware.com or send an email to sales@hanselware.com