Frequently Asked Questions
11 Top Questions Answered in 5 Minutes or Less

Q: What is Enterprise Content Management (ECM)?
A: AIIM, the ECM Association, defines Enterprise Content Management as the technologies, tools, and methods used to capture, manage, store, preserve, and deliver information, content, and documents related to organizational processes.  ECM enables four key business drivers:  continuity, collaboration, compliance, and costs.

Security MicroImaging helps companies transition from manual record-keeping organizations to digitally-enabled enterprises with advanced scanning and retrieval systems that streamline and automate the way they do business.

Q: What is Business Process Management BPM/Workflow?
A: Business Process Management (otherwise known as workflow) is the automation of business processes, in whole or in part, where documents, information, or tasks are passed from one participant to another for action, according to a set of rules. A business process is a logically related set of workflows, worksteps, and tasks that provide a product or service to customers. BPM is a mix of process management/workflow with application integration technology.

Q: Who could benefit from integrating an ECM solution?
A: Businesses of all sizes can reap the benefits and achieve ROI of integrating an ECM system, on one level or another.  For very large companies, a company-wide, on-premise enterprise content management system could prove valuable to store, retrieve, and manage documents in a centralized location where nationally or internationally-based offices can collaborate.  Medium-sized companies may opt to slowly integrate systems, one department at a time, as their needs grow or they deem valuable.  Smaller companies, that contain no on-site IT department may choose Hyland’s OnBase OnLine Express, which can provide off-site scanning and storage of documents in a highly secured environment, with no up front capital expenditures required. All that is needed is access to the Internet.

Q: How is ROI achieved with ECM solutions?
A: The type of benefits achieved by integrating ECM vary greatly from department to department.  Here are some basic examples:

AP/AR – Several components can contribute to a quick ROI on investment of ECM solutions in this area.  Increased savings can be achieved by automating payments to coincide with rebate programs.  Increase productivity and customer satisfaction by integrating a near-instantaneous document retrieval methodology.  Enhance accuracy and virtually eliminate all man hours required to troubleshoot and fix errors, by replacing manual data-entry processes with scanning.

Human Resources – Achieve significant savings and compliance with the automated and instantaneous distribution of Health & Safety information to all pertinent employees, regardless of their locations.  Enhance compliance with the implementation of “reading” and “approval” groups for  mandatory forms that need to be signed, as well as upgraded company policy and procedure documents.  Eliminate the time required searching in individual personnel files by creating a highly secure, virtual personnel filing system.

Compliance – The ROI in this area is more preventative in nature.  With the onset of SOX and other industry-specific regulations including HIPAA, it has never been so important to be able to track and retrieve your company’s data.  What would it cost you to not be able to find key documentation in an audit situation?

Health Information Management – For healthcare professionals, the time spent creating, retrieving, and updating patient files, from a personnel perspective, is significant. How much money could your organization save if all this processing was automated?  How much could you save by never having to check for errors and creating shadow charts?  How many mistakes could be avoided from a medical practice standpoint if all charts were simultaneously available and up-to-date, across your entire organization?

Q: How long does it take and how much does it cost for a     typical ECM system implementation?
A: There is really no such thing as a typical installation.  Every client’s needs are unique and depend on many variables such as:  the types and volumes of documents, integration with existing systems, workflow requirements, etc.  Therefore, it is critical that a very thorough assessment of the client’s requirements for an ECM system be established before any costs or timeframes be determined.

Q: What products and services does Security     MicroImaging provide?
A: Security MicroImaging assists their clients achieve enhanced cost efficiency, staff productivity, and compliance.  In order to achieve this goal, they provide a wide array of hardware, software, and support services from respected vendors.  The most common products and services are capture software, enterprise content management software, scanning hardware, CD/DVD publishing hardware, and all the professional services required to design, integrate, and maintain these components.  They also provide a fully-equipped service bureau that provides a wide range of document preparation, scanning, and microfilm services.

Q: How does Security MicroImaging choose specific     products/services for individual clients?
A: With each client’s unique business objectives in mind, the Commercial Team and ECM Services Team articulately assess and design a solution that matches each user’s goals.   Security MicroImaging has its own proven Solution Framework, with carefully engineered phases to fully qualify, understand, and analyze your operations.  Open communication and up-front documentation is the key to this plan.  Formal documentation included during this process includes a project overview, statement of services, and functional requirements.

Q: Does Security MicroImaging have a formalized project     management protocol?
A: No matter what size project, Security MicroImaging’s Solution Design Team and ECM Services Team adhere to the proven Solution Framework that articulately guides its technical professionals and key staff through the design, implementation, and project wrap-up.  Formal documentation included in this phase includes a project plan, that details and follows the technical specifications outlined in the analysis phase; an as-built documentation form; followed by a project sign-off, representing the conclusion of the project and signifying the beginning of the support phase.

Q: What are the credentials of Security MicroImaging's     ECM Services Team?
A: Security MicroImaging’s ECM Services Team has 80+ years cumulative experience analyzing, developing, and integrating software solutions.  Their dedication to maintaining appropriate certifications about the latest innovations in enterprise content management is what separates them from the competition.  Security MicroImaging's Director of Technology and ECM Services actively serves on Hyland Software's Advisory Board, based on his recognized technical and industry knowledge.  The Security MicroImaging team, in its entirety, continually maintains certification in the latest version upgrades from its selected vendors. 

Q: Can I perform my ECM system implementation     internally with the help of my own technical staff?
A: Installing an ECM system is not necessarily something that the typical IT person is prepared to do.  If the client staff has received formal technical training for the specific ECM software package, then there may be parts of the installation that can be performed by the client’s internal staff.  However, because there are so many factors to consider, it is highly recommended that the client engage an ECM system integrator, such as Security MicroImaging, for some level of guidance and assistance.

Q: What types of service options does Security     MicroImaging provide following product integration?
A: Upon the formal project sign-off and project wrap-up phase in its Solution Framework, continual service options are available that provide their clients with technical support for any aspect of their system with a call to 800.242.1777.  Clients are encouraged to purchase hardware and software service agreements from the manufacturer which enables them to receive notifications about upgrades.  Depending on the service agreement, other warranties may also be included.   Your account executive can provide more detailed information about coverage, based on your selected purchases.  The Security MicroImaging team is also available to provide ongoing support and training, as needed.  We consider all users to be long-term clients.