How can Enterprise Content Management solutions help your Transportation workflow?
Transportation companies create immense amounts of paper-based content - flight schedules, loading schematics, legal documents, repair reports, and more - and this is all content that must be managed, organized, and accessible. More and more, workers at these companies need information and they need it fast - product being where it needs to be when it needs to be is driven by how the company manages its information. And, managing such disparate information presents its own problems. How is a company to manage their business information, protect their intellectual property, and conform to regulatory standards?
PaperFree offers a suite of powerful content management solutions designed to handle these paper burdens; smart capture products to scan and digitize information, repositories to process and store data, as well as add-on solutions to expand the capabilities of these systems.
How does it work?
The process of enterprise content management for transportation enterprises is relatively simple in concept. Paper-based information (such as reports, flight data, and more) is collected at the first point of contact and scanned into the system. There, industry-leading capture solutions ingest and interpret the data against established rules and templates, quickly returning accurately digitized data that can be exported to a processing workflow. Those workflows, customized for your individual enterprise, can handle any of a number of tasks automatically; record maintenance, file loading slips, or even update vendor files. In many cases they also link documents together, so all information relating to a job or a payment transaction are available together, without the need to search through endless folders. Operators are only required to step in when there's a workflow exception or a step is designed to require approval, which significantly speeds up the process from paper document to usable data. Once those workflows are complete, the data is stored for easy later lookup by those with configured permissions to do so.
Though enterprise content management is simple in concept, it's much more complicated in execution. That's why a trusted, experienced partner like PaperFree is your guide for how to maximize the functionality and economies of your content management system. Contact us to learn more about how we can revolutionize your organization's data processes.
Information Capture & Management
PaperFree offers flexible and powerful enterprise information capture and management systems customized for the transportation industry. These products enable you to leverage your paper data to power your company's processes. By converting all of your paper data to digital information you can more effectively organize, share, and utilize it. From collaborating on business documents to delivering case-based applications to managing highly precise processes in most regulated business environments, PaperFree provides powerful tools to manage your information.
PaperFree also offers a variety of utilities to enable your operation to store data in one central, streamlined repository while enabling users in all areas of your enterprise to access the information they need quickly. Product design files and revisions can be stored together for quick access. Reports on items transported can be protected. Operator performance information can be filed for review later. Taxonomies and built-in workflows are also included to enhance the access of information by cross-linking information and allowing quick searches. Effective permission configurations keep information available to only those who are allowed to see it. And, it’s scalable and administration is simplified.
Accounts Payable | Accounts Receivable
PaperFree offers solutions that speed up your organization's accounting processes - solutions that can receive invoices, digitize them, and then populate them into a workflow that is automatically routed to the correct department. Accounts payable needs are covered as well with powerful utilities such as DepositCritical check processing. By doing this, your enterprise can speed the reconciliation of accounts and reduce the error that comes with handling paper documentation.
Information capture and management is an effective solution for old files as well. Instead of storing archived documents in expensive warehouses, where they are at risk of fire, flood, or theft, a simple process of scanning, digitizing, and classifying documents allows organizations to maintain an easily accessible database of information that requires no digging through boxes, exhaustive searches, and little effort to maintain once the initial conversion is complete. Sensitive files can be protected from those not authorized to view them, while the files as a whole are accessible from any workstation on your network. Faster lookups means easier customer service, faster research for specialized reports, and extensive cost savings. Visit InfoArchive Application Retirement Solutions from PaperFree to learn more.
One particular burden that transportation enterprises must cope with is paper checks. Payments, fees, and other items that payment is presented for are extensive and at times, payors may only provide one check to cover multiple accounts. PaperFree offers helpful solutions to more easily manage this need, without creating extensive extra steps in your accounts receivable processing. In fact, PaperFree's solutions integrate seamlessly with capture solutions, automatically recognizing payments for a variety of transaction types and reconciling accounts electronically with Check21 standards. Checks are cleared faster and never leave your premises, reducing errors as well as the cost of a lockbox service!
By making information quick and easy to access, the process of retrieving and processing information for customers will be improved. With content management systems from PaperFree, documentation for a job bid doesn't go missing and the powerful workflow capabilities ensure that no steps are skipped as you complete the work. Customers will also enjoy faster answers to their questions, less problems with paperwork, and service without hiccups.
Human Resources departments are one of the most paper-heavy departments of an organization. The paperwork is endless: employee files, benefits forms, disability paperwork, payroll, reports, applications, memos, etc. - this burden can slow down any department. With data capture and electronic management, these files can be managed and retrieved quickly and easily. No more lost paperwork or piles of things to file - everything is automatic, streamlined, and accessible by those with proper permissions. Employees enjoy faster responses to their inquiries and the overall process is more streamlined.
One of the perks of being a regular customer is the benefits that come with it in the form of discounts, special offers, and directed advertising. Many industries offer frequent shopper programs, and the information necessary to run these programs must be managed. PaperFree offers solutions to create, capture data for, and manage such programs to assist you in rewarding and keeping frequent customers.
Mergers & Acquisitions
Among one of the most complex and confusing processes an organization will undergo is a merger or acquisition. The consolidation of workforces, physical assets, intellectual property, and business processes is an intensive undertaking. By organizing your information with enterprise capture and management, you can track the process of specific steps, who has them, and where they will go next. PaperFree's backfile conversion solutions also allow you to digitize old, paper information to make it more easily available for review by regulators and workers. By streamlining the process of a merger or acquisition, this solution saves money, time, and the headaches involved.
On occasion, transportation companies have documents with sensitive information that must be protected by redaction, such incident reports or even information to be omitted from a regulatory report. PaperFree's BlackMark and BlackMark+ redaction solutions offer powerful protection by "burning" the confidential data in the image so that there are no loopholes to access it. BlackMark is a manual redaction solution that offers a variety of redaction options and annotations, and BlackMark+ offers automated redaction of a variety of configurable document types. Visit BlackMark Redaction Solutions to learn more.
Legal & Regulatory Compliance
Like many other industries, transportation organizations are subject to a variety of regulations - NHTSA and the EPA regulations are only a few of the standards that they must adhere to. Enterprise content management systems ease this burden by enabling your industry to maintain accurate, comprehensive reports for regulatory review. Powerful workflows assist in making sure that no steps are missed in the process and that all of the correct assets are available. And, documentation for legal cases can be easily organized and reviewed by only those with permission to do so.
Enterprise information capture and management solutions from PaperFree empowers your enterprise to put its data to work for you – reducing costs, time searching for information, and increasing the power of your business information. To learn more about how PaperFree can enable these systems in your organization, please give us a call today.