© 2019 Tromba Technologies, Inc.

Management Products

Document Management (DM)

Document management, often referred to as Document Management Systems (DMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner.

Enterprise Content Management (ECM)

Enterprise Content Management (ECM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes.

Business Process Management (BPM)

BPM focuses mainly on defining, optimizing and automating structured, repeatable processes.  BPM is more about increasing efficiency by applying straight through processing and reducing the number of human operators required to carry out a process.

Electronic Records Management (ERM)

ISO standard 15489: 2001 defines Records Management (RM) as the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records.

Dynamic Case Management (DCM)

A “case” is any project, transaction, service or response that is “opened” and “closed” over a period of time to achieve resolution of a problem, claim, request, proposal, development or other complex activity.  It is likely to involve multiple persons inside and outside of the organization, with varying relationships to each other, as well as multiple documents and messages.

Import, Secure, Track, and Manage Business Critical Documents

 

What you don’t know – or can’t efficiently access – can hurt you.  This is especially true if you don’t have pivotal information needed for providing customer service, completing a transaction, or adhering to compliance standards.  Document Management makes it easy to store all critical business content – scanned images, Word documents, audio/video files, email and more – in a secure centralized repository.  Moreover, users can set Records Management policies and destruction schedules against their content to ensure they’re in full compliance with State and Federal regulations.

Connected Experience

Want a richer, integrated experience with your documents?  Couple our document management capabilities with your existing corporate applications and let the document management system do the work of automatically finding and delivering content relevant to the line-of-business programs important to you and your employees.

All-in-One Solution
Our Document Management product is an all-in-one solution with a single price tag that removes the confusion of modular pricing.  If you’re looking for a solution that works and scales to your needs – from straightforward document management through enterprise business processing – we’ve got you covered.  Our document management product delivers nearly immediate improvements in efficiency and is optimized using our suite of complementary tools:

  • Simple document capture

  • Secure, digital document storage

  • Search, find, and share content with colleagues

  • Application integration

  • Digital forms

  • Records management

  • Seamless, device agnostic mobile access

  • Single click metadata searches for files and documents

  • Simple-to-configure user rules and security settings

  • Flexible licensing options

Document Management Automation

Discover how to connect your employees with the information they need, empowering them to be better informed and more productive.

Products:
FileBound DM >

Centrally manage documents to foster transparency, improve collaboration, ensure compliance, and provide intuitive access to assignments and tasks

FileBound Forms >

Conquer your paperwork behemoth with electronic forms

FileBound Connect >

Ensure quick access to information across multiple systems with application integration

 

Put Enterprise Content Management to Work for Your Business

 

Enterprise content management (ECM) is used to create, store, distribute, discover, archive and manage unstructured content (such as scanned documents, email, reports, medical images and office documents), and ultimately analyze usage to enable organizations to deliver relevant content to users where and when they need it.

What is Enterprise Content Management?

ECM is the systematic collection and organization of information that is to be used by a designated audience – business executives, customers, etc.  ECM is neither a single technology nor a methodology nor a process, it is a dynamic combination of strategies, methods, and tools used to capture, manage, store, preserve, and deliver information supporting key organizational processes through its entire lifecycle.

ECM aims to make the management of corporate information easier through simplifying storage, security, version control, process routing, and retention.  The benefits to an organization include improved efficiency, better control, and reduced costs.  For example, many banks have converted to storing copies of old checks within ECM systems as opposed to the older method of keeping physical checks in massive paper warehouses.  Under the old system, a customer request for a copy of a check might take weeks, as the bank employees had to contact the warehouse where the right box, file, and check, would need to be located.  The check would then need to be pulled, a copy made and mailed to the bank where it would finally be mailed to the customer.  With a suitable ECM system in place, the bank employee might simply query the system for the customer’s account number and the number of the requested check.  When the image of the check appears on-screen, the bank can mail a copy immediately to the customer, usually while the customer is still on the phone.

Workflow Automation

Even the best workers spend too much time performing menial, tedious tasks that ultimately add little value.  Workflow Automation eliminates mundane tasks, unburdening employees so they can focus on the work that really matters – rather than getting mired in the details.

Products:
FileBound ECM >

Centrally manage documents to foster transparency, improve collaboration, ensure compliance, and provide intuitive access to assignments and tasks

FileBound Workflow >

Empower employees while eliminating mundane processes and tasks

 
 
Products:
Kofax Advanced Capture >

Capture, classify and extract content from all types of paper and electronic documents and forms, transforming and delivering accurate and actionable information into core business applications, processes and workflows

FileBound ECM >

Centrally manage documents to foster transparency, improve collaboration, ensure compliance, and provide intuitive access to assignments and tasks

FileBound Workflow >

Empower employees while eliminating mundane processes and tasks

Use Business Process Management to Make Your Business More Efficient

Business Process Management focuses mainly on defining, optimizing and automating structured, repeatable processes.  The general consensus is that BPM is more about increasing efficiency by applying straight through processing and reducing the number of human operators required to carry out a process.  For example, a finance department may use BPM to automate the billing and invoicing process or budget approvals, for instance.  These are processes that require minimal human intervention and decision-making, except when exceptions arise.

The Term Business Process Management

BPM covers how we study, identify, change, and monitor business processes to ensure they run smoothly and can be improved over time.  BPM is a way of looking at and then controlling the processes that are present in an organization to make certain that the processes are efficient and effective which results in a better and more cost efficient organization.

BPM is often framed in terms of the daily flow of work – and yes, “workflow” generally does fit under the process improvement umbrella – it is an important piece of the access and use puzzle since no or poor process really degrades your ability to get at and leverage information.

BPM is best thought of as a business practice, encompassing techniques and structured methods.  It is not a technology, though there are technologies on the market that carry the descriptor because of what they enable: namely, identifying and modifying existing processes so they align with a desired, presumably improved, future state of affairs.  It is about formalizing and institutionalizing better ways for work to get done.

Process Automation

Use an ECM system to create, store, manage and deliver content and information to users.  ECM tools can be used in the digitization of information required to execute business processes and transactions as part of a BPM solution.

Ensure Your Business Meets Compliance Requirements With Electronic Records Management

 

Electronic Records Management (ERM) ensures your organization has the records it needs when they are needed.

 

Records management refers to a set of activities required for systematically controlling the creation, distribution, use, maintenance, and disposition of recorded information maintained as evidence of business activities and transactions.

What is Records Management?

ISO 15489 defines Records Management (RM) as the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records.

 

Unlike traditional electronic archival systems, records management refers to the pure administration of records, important information, and data that companies are required to archive.  Records management is independent of storage media; managed information does not necessarily need to be stored electronically, but can be on traditional physical media as well.  Some of the functions of records management are:

  • Visualization of file plans and other structured indexes for the orderly storage of information

  • Unambiguous indexing of information, supported by thesauri or controlled wordlists

  • Management of record retention schedules and deletion schedules

  • Protection of information in accordance with its characteristics, sometimes down to individual content components in documents

  • Use of international, industry-specific or company-wide standardized metadata for the unambiguous identification and description of stored information

ECM aims to make the management of corporate information easier through simplifying storage, security, version control, process routing, and retention.  The benefits to an organization include improved efficiency, better control, and reduced costs.  For example, many banks have converted to storing copies of old checks within ECM systems as opposed to the older method of keeping physical checks in massive paper warehouses.  Under the old system, a customer request for a copy of a check might take weeks, as the bank employees had to contact the warehouse where the right box, file, and check, would need to be located.  The check would then need to be pulled, a copy made and mailed to the bank where it would finally be mailed to the customer.  With a suitable ECM system in place, the bank employee might simply query the system for the customer’s account number and the number of the requested check.  When the image of the check appears on-screen, the bank can mail a copy immediately to the customer, usually while the customer is still on the phone.

Records Automation

Even the best workers spend too much time performing menial, tedious tasks that ultimately add little value.  Workflow Automation eliminates mundane tasks, unburdening employees so they can focus on the work that really matters – rather than getting mired in the details.

Products:

FileBound ECM >

Empower employees while eliminating mundane processes and tasks

FileBound Workflow >

Empower employees while eliminating mundane processes and tasks

Products:
FileBound DM >

Centrally manage documents to foster transparency, improve collaboration, ensure compliance, and provide intuitive access to assignments and tasks

FileBound RM >

Create retention schedules and rules to efficiently manage the retention and disposition of records

 

Use Dynamic Case Management To Handle Collections of Related Information

A “case” is any project, transaction, service or response that is “opened” and “closed” over a period of time to achieve resolution of a problem, claim, request, proposal, development or other complex activity.  It is likely to involve multiple persons inside and outside of the organization, with varying relationships to each other, as well as multiple documents and messages.

 

Case Management Endeavors To Improve The Performance Of Your Organization

By prioritizing case information rather than putting the process first, DCM makes it easier for process workers to make informed decisions.  Case information is accessed over the entire lifetime of a given task and will become the official record for that work.

Case management is described as operating on bundles of content rather than individual documents or images.  A “case” is a compendium of information, processes, advanced analytics, business rules, collaboration, and sometimes social computing that relates to a particular interaction with or issue involving a particular party like a customer, supplier, patient, student, or defendant.  The case file will involve a collection of customer communications, forms, process documents, reports and supporting documentation, and will need to be managed for compliance and audit.

Case management solutions are designed to manage all this to help drive more successful, optimized outcomes – even as they also attend to and secure the individual bits of material contained therein.  An Enterprise Content Management (ECM) or Document Management (DM) system may also be used to manage case information.  The information will need to be grouped together and made accessible in a suitably controlled way to all who are involved in the case.

Finally, a workflow or business process needs to take place to move the case to its outcome.  Within CRM systems, an alerts-style functionality will frequently exist against a given customer log.  In traditional DM systems, workflow may involve moving a given document through each process stage – probably in a serial manner.  Neither is appropriate to a case management scenario where the focus is "the case" or collection of information, not a customer or single document.  The process outcome is the successful resolution of the case.  The participants may need to respond against given deadlines, and those involved in managing the case need to see progress reporting and action monitoring against the case.

Think about a traditional police case, for instance.  Maybe there used to be a file folder that would sit in a drawer that everyone who was working on the case would have access to.  That folder would contain all sorts of information about the case such as details of the crime, the history of the investigation, contact details of the victim, lines of inquiry being explored by investigators, etc.  It means that the person who is handling the case at any point in time has all the information they need to make decisions and carry out actions.

Computers have now made it possible to add all sorts of fancy features to this traditional file folder, enabling it to send out automatic alerts, centralize information, track case history, give views on metrics and reporting and many other features.  When people talk about "Dynamic Case Management" they often refer more to this digitally souped-up file folder – a way of not just storing information but automating parts of the process and giving case workers and managers greater visibility over progress and work in progress.

Case Management

The focus in Dynamic Case Management is on organizing work so that it’s easier for a knowledge worker to make decisions and work on the details of a specific case.

Case Files

Case Files are a collection of customer communications, forms, process documents, reports and supporting documentation, and will need to be managed for compliance and audit.

Products:
Kofax Advanced Capture >

Capture, classify and extract content from all types of paper and electronic documents and forms, transforming and delivering accurate and actionable information into core business applications, processes and workflows

Mobile Capture >

Deploy any mobile capture use case from a single, open platform, and enable your customers to engage with your business anytime, anywhere.

FileBound ECM >

Centrally manage documents to foster transparency, improve collaboration, ensure compliance, and provide intuitive access to assignments and tasks

FileBound Analytics >

Make better business decisions by identifying bottlenecks and optimizing work based on actionable insights