Capture is the New Intelligent Document Transport Layer
As Enterprise infrastructure gets more and more complex, especially with a move to cloud content and line of business systems, organizations struggle with creating what I will call an “Intelligent Document Transport” layer. The ability to move documents from system to system and maintain data integrity and standardization is paramount to driving organizational efficiency. With 72% of larger organizations having 3 or more repositories, and 25% having 5 or more, allowing a seamless interchange of documents and data seems more like a dream than an actual reality. In addition, legacy, in-place capture systems just lack the modern web service oriented architecture to allow the adaptability and flexibility required to work with modern cloud infrastructure. These “Fat” client applications are often laden with complex, host-based SDKs and legacy code, requiring extensive development cycles and specialized skill sets to extend and integrate. Here are some of the core challenges in organizations lacking this transport/integration layer:
- Lack of Document “Intelligence” – many organizations move documents throughout their systems as a closed entity. They may know it is a PDF or a Word document, and that it came from accounting, but beyond that, it is a digital mystery. They usually have limited data or information, and this usually requires human intervention or hand keying of info.
- Lost in Translation – As documents move from department to department, person to person and system to system, things get lost in translation. Information may be misinterpreted, data may be lost or the interpretation may be different.
- Lack of Standardization and Normalization – With out a standardized transport layer, problems begin to arise. Take this simple example: The difference in file naming. Maybe one department calls it W4, another W_4, and yet a third W-4. As documents flow back and forth, between systems, think of the headaches this minor difference can create in reporting, workflow and overall system operation.
- Unified Security – the ability for users and integrations to span the on premise world and the cloud ether is reliant on complex authentication and authorization. In this day and age, having centralized reporting and audit capability on document transactions can be critical, and a single sign on capability required.
So, what is required to eliminate these challenges and create an efficient document transport layer to connect people, departments and systems? In my previous post about the new keys to digital transformation, companies are realizing the benefits of new age application architecture: open modular platforms, cloud adaptive technology, scale up and scale down and rapid deployment. New age document capture and analytics platforms, like Ephesoft Transact, encompass these modern traits, and help create a smooth and efficient document transport layer through the following:
- Bundling both the document and metadata in an intelligent “suitcase”. When documents enter the capture layer, they are immediately classified into document types, and appropriate data is extracted. All of this information travels with the document until it reaches its destination, and the document and data are translated into the required format.
- Breaking down the barriers that exist between on premise cloud systems. With a platform built for cloud adaptation, there are now no barriers between systems in corporate data centers and cloud based services. New age capture platforms can now reside anywhere, and inter-operate with all types of repositories and applications.
- Creation of standard processing workflows and business rules. Creating repeatable processes that are standardized regardless of the user, device or system reduce errors and streamline operations. Document processing becomes predictable, more efficient and agile when the need for change arises.
- Security is enforced and an audit trail created. With a single system that is the epicenter of document traffic, all transactions can be tracked and logged. With authentication that spans all systems (through single sign on), access can be granted to only documents and systems that are in a users security realm.
New age capture technologies breakdown the barriers that exist, and create a “borderless” Enterprise, and allow the exchange of documents and their associated data to enable improved efficiency and productivity. Thoughts?