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Document Imaging Success....

posted Oct 3, 2016, 12:41 PM by Craig Williams

Since the 1980's CMC Imaging and Com Microfilm have been in the forefront of Document Imaging. Writing a number of articles for magazines, journals and newpapers we not only talked about what could be done we did it. 

Systems built in the 1980's although they have upgraded, are still in place and used, sometimes very heavily.  With over 8000 users in one of the busiest systems running the question is often asked of us, what makes a Document Imaging System successful?

I can not transfer 40 years of experience in a single newsletter but I can give you an outline of what I think is the cornerstones of the successful systems we have seen. 
Some of these things will sound like project management philosophies which could hold true in any system not just document imaging systems.

1: Users find value and use the system. 
    They say that if you build a better mouse trap the world will beat a path to your door.  Those people obviously failed marketing 101.  You could build the best system in the world but if you have no one using it, it is worthless.  Users must know the system, adopt the system and use the system which means they need to understand it and own it.

2: Systems must meet good library standards.
    Document Imaging Systems are common depositories of indexed and retrievable information available to many users in common formats.  Sounds just like "a collection of material organized systematically and kept for research or borrowing" a library.  In the case of document imaging systems they are shared on a computer network to users under a set of standards. Standards are the most important part of the equation as without standards how do a large group of people find what they need.

3: Systems need a good shepherd. 
    If you have ever been in a library there is a head librarian and others who follow the standards that are setup in the library.  In fact, many libraries do not want you to put the book back on the shelf after you have taken them down for fear you will misplace the item. They tend to the library, guide and direct the use of it and are responsible for the information there.  A good shepherd/librarian will have a dramatic effect on your systems.

4: Do not change for change sake:
    Have you ever noticed that libraries never seem to change but they really have changed dramatically? Libraries do not change their systems, storage or collection they change how you index, access and share that collection.  A good document imaging system will have key information that never changes identifying the objects and their relationship to others. For instance. In a medical facility you have a Medical Record number, that is you in the facility. Everything points to that number but you are not the number the number represents you. So the other systems in the facility have your name and the number so they can find it easier. But everything is still filed by that number.  Most agencies, companies, organizations have the same kind of systems in place. Invoices, drivers licenses even traffic citations have numbers identifying them  making them unique.  Find the unique and the common and leverage them against each other. JUST DO NOT CHANGE IT unless you have to. 

5: Use outside information:
    Outside information is the best thing to happen in our computer age.  With databases and SQL and internet and all of the different ways to get data there is lots of data to go around.  Yet we rarely use that information outside of the gathering spot.  USE IT!  If you have a database with every ones medical #, name, etc why enter it again?  Use this by capturing the UNIQUE data, in this case medical record # and fill in the blanks from the other database! In computer database terms we call it normalizing a database. 

So in short, Value, design, shepherd, use other resources and remain steadfast in your practices have made for some of the most successful systems we have seen.

January NewsletterTop 5 ways Document Management will benefit your business

posted Feb 15, 2016, 1:57 PM by Craig Williams   [ updated Feb 15, 2016, 1:58 PM ]

Top 5 Ways Document Management Will Benefit Your Company

When you ask people what they hope to get from adopting digital document management, and then follow up after they’ve implemented a solution, most indicate that they received greater value than they had initially anticipated. A recent research project by Bitkom shows the following are the top five benefits companies report after moving to an ECM or document management solution.

These five benefits are where document management delivers the most value and demonstrates cost-effectiveness. When you’re deciding whether or not document management makes sense for you, these high-value elements should form the basis of your cost-benefit analysis.

1) Faster, mobile access to information (90 percent of respondents)
The ability to access all of your business information anywhere, anytime and with any device offers great benefits for productivity, and also tends to improve the quality of decision making....
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IndustryStories
Planning for the Future with DocuWare
Initial Situation: Third-party retirement plan administrator, ADMIN Partners helps their clients manage retirement accounts, facilitate needed documents, process contributions and comply with IRS rules and regulations. The company was utilizing complex paper-based processes...
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The Secrets to a Sustainable Business
Here are some keys to successfully creating a sustainable business: Don’t limit yourself. Don’t limit your sustainability efforts to one particular area; make it a company-wide endeavor. Put green initiatives in place all across your business. Make it a win-win...
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Benefits of Thermal Printers in Everyday Business
How can a thermal printer benefit your business? Increased Print Speed – Thermal printers are able to print at much faster rates than other printers. Their printing heads create images in milliseconds, resulting in much faster lines per second (lps) and images which dry...
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DocuWare Version 6.8
DocuWare and their latest Version, 6.8, takes yet another innovative step forward in the development of their document management software enabling comprehensive Enterprise Content Management (ECM). The new version introduces DocuWare Forms, an innovative module for ...
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February 2016
Featured Links
Register here for our Webinar this month: Learn to Love Less Paper in 90 Days
Register here for our Webinar next month: A Winning Strategy in the War Against Paper
Attend Our Technology Event
Visit our website
Watch a short video
Application Solutions
Com Microfilm Blog




Call us for

(217) 525-5860
Other Stories
CMC Imaging a div of Com Microfilm
www.commicrofilm.com | 217-525-5860 | Springfield IL 62702

CMC Imaging is Com Microfilm Company

posted Nov 16, 2015, 9:44 AM by Craig Williams

Com Microfilm can now be found under a new name. CMC Imaging, a division of Com Microfilm Company, has been in place for the past year.  CMC is a take from the original logo for Com Microfilm Company which our founder, Robert Williams created when he first established the organization in 1972.Feedback from our clients is very positive. The need for microfilm has dwindled and the manufacture of it has gone to only one distributor. We fully expect within the next few years the use for microfilm will be nearly extinct. Our mission and goal has not changed as we still provide our best methods for capturing, storing and retrieving document images thru our services and the sales of software and equipment.  

We have always moved ahead of the changes in technology and strive to be the first to provide well designed and proven systems to our clients. 

An Efficient Purchasing Department Can Save You Money

posted Nov 16, 2015, 9:40 AM by Craig Williams


217-525-5860
www.commicrofilm.com
You’re familiar with the problems: multiple suppliers offering different contracts, which vendor offers the best terms and conditions, do you have the most current pricing…the list goes on. And what about after you receive the goods? Was it what you ordered, did they charge you correctly…you get the point. 

With document management all of that changes. 

Accurate Ordering: Product specifications, pricing, and terms are clearly and completely documented.    

Purchasing with Strategy: All documents related to transactions and projects are connected and stored in a central document pool enabling better collaboration and decision making.

Get Early Payment Discounts:
 Efficient workflows with electronic stamps allow invoices to be approved more quickly so you can take advantage of early payment discounts.

Register for this month’s webinar to learn more.






    Efficient Purchasing, Here's Why:

  • Product specifications are clearly documented and readily available
  • Easy access to information for branch locations or mobile users
  • Easy integration with ERP systems
  • Transparent workflow
  • Take advantage of early payment discounts
  • Control costs and improved cash flow
  • Tamper-free archiving    
  • Save office space, no more file cabinets



About Us. Our Company serves the local area, providing the best solutions for your print, copy, scan and document management needs. From expert maintenance and repairs to friendly consultation and advice, we're just a phone call away.
217-525-5860  |  1181 N. Dirksen Pkwy Springfield IL 62702  |  www.commicrofilm.com

Newsletter July 2015

posted Nov 16, 2015, 9:39 AM by Craig Williams

5 Ways to Save Time with Document Management
It makes good business sense to take advantage of a document management (or enterprise content management) system that offers many efficiency gains; and because these systems are tightly integrated with the rest of your IT infrastructure, they have the potential to save time across your company.

Here are five ideas for saving valuable time with today’s document management systems:

1. Searching for documents: The average employee wastes 3.5 hours every week searching for documents that they ultimately fail to find, according to research by the IDC. With digital document management, time spent searching drops to seconds and you don’t need to worry about losing documents or remember how to find them again.

2. Increasing the speed of business processes: Whether you’re routing an invoice for approval, processing applications or managing revisions to a price book, these different projects can be managed with ECM as the process owners can see immediately where documents are held up and can take action accordingly; saving what IDC report as 4.3 hours per employee per week....
Read More
IndustryStories
DocuWare Earns High Grades from University Fund Raisers
Initial Situation: The University of Montana Foundation is an independent, non-profit organization that works hand-in-hand with the University to increase philanthropic support and ensure continued excellence. The Foundation needed a better way to manage and share important...
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Hey, You, Get Onto My Cloud
Cloud computing is more cost effective than storing your documents and data locally in your office, and especially beneficial to small and medium-sized businesses. No longer are companies required to purchase hardware such as memory devices and servers, or operate and...
Read More
Aligning IT with Business Strategy
Businesses today rely heavily upon IT functionality and support. Whether you maintain an in-house IT department or outsource all of your IT functions, it is vital that your IT resources align with your business goals so that you keep moving forward. Increasing...
Read More
HotProducts
DocuWare Version 6.7
Improving the user experience continues to remain a top focus at DocuWare. Minimal training and quick user acceptance is the goal. DocuWare 6.7 features updates that include: running searches through multiple file cabinets, import of DocuWare Request containers, email ...
Read More
November 2015
Featured Links
Join us for a webinar this month: Finally, Take Control of Your Purchasing Documents. Register now!
Join us for a webinar next month: Eliminate Information Silos with Digital Document Storage
Attend Our Technology Event
Visit our website
Watch a short video
Application Solutions
Com Microfilm Blog




Call us for

(217) 525-5860
Other Stories
Com Microfilm Co
www.commicrofilm.com | 217-525-5860 | Springfield IL 62702

Newsletter October 2015

posted Nov 16, 2015, 9:29 AM by Craig Williams

5 Ways to Save Time with Document Management
It makes good business sense to take advantage of a document management (or enterprise content management) system that offers many efficiency gains; and because these systems are tightly integrated with the rest of your IT infrastructure, they have the potential to save time across your company.

Here are five ideas for saving valuable time with today’s document management systems:

1. Searching for documents: The average employee wastes 3.5 hours every week searching for documents that they ultimately fail to find, according to research by the IDC. With digital document management, time spent searching drops to seconds and you don’t need to worry about losing documents or remember how to find them again.

2. Increasing the speed of business processes: Whether you’re routing an invoice for approval, processing applications or managing revisions to a price book, these different projects can be managed with ECM as the process owners can see immediately where documents are held up and can take action accordingly; saving what IDC report as 4.3 hours per employee per week....
Read More
IndustryStories
DocuWare Earns High Grades from University Fund Raisers
Initial Situation: The University of Montana Foundation is an independent, non-profit organization that works hand-in-hand with the University to increase philanthropic support and ensure continued excellence. The Foundation needed a better way to manage and share important...
Read More
Hey, You, Get Onto My Cloud
Cloud computing is more cost effective than storing your documents and data locally in your office, and especially beneficial to small and medium-sized businesses. No longer are companies required to purchase hardware such as memory devices and servers, or operate and...
Read More
Aligning IT with Business Strategy
Businesses today rely heavily upon IT functionality and support. Whether you maintain an in-house IT department or outsource all of your IT functions, it is vital that your IT resources align with your business goals so that you keep moving forward. Increasing...
Read More
HotProducts
DocuWare Version 6.7
Improving the user experience continues to remain a top focus at DocuWare. Minimal training and quick user acceptance is the goal. DocuWare 6.7 features updates that include: running searches through multiple file cabinets, import of DocuWare Request containers, email ...
Read More
October 2015
Featured Links
Join us for a webinar this month: Finally, Take Control of Your Purchasing Documents. Register now!
Join us for a webinar next month: Eliminate Information Silos with Digital Document Storage
Attend Our Technology Event
Visit our website
Watch a short video
Application Solutions
Com Microfilm Blog




Call us for

(217) 525-5860
Other Stories
Com Microfilm Co
www.commicrofilm.com | 217-525-5860 | Springfield IL 62702

November 2015 Newsletter

posted Nov 16, 2015, 9:26 AM by Craig Williams

Tips for Tipping DMS User Adoption in Your Favor

When transitioning your organization to a new, high-efficiency Document Management Solution (DMS), it’s crucial to get user “buy-in” before the actual implementation. When you understand how user adoption works, you can plan for it so that it is appealing to your employees. Whatever advantages you anticipate, communicate these improvements from the employees' perspective.

1. Minimized indexing data entry. It’s all in the power of the fields. Your solution should automate key processes and reduce the chances for errors in document retrieval.

2. Greater control over security. Information that used to be open and easy to access can continue to be. But users should now have the flexibility to use heightened security on documents that would have normally been kept in a locked file.

3. Consistent work processes. Some of the procedures may be different, but the processes themselves should feel familiar. The new tools should help them work more productively and efficiently....

Read More
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DocuWare Expansion Gets a Positive Reaction
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Prepare Your IT Budget for Expected Growth
Like it or not, your company’s IT budget will likely increase. According to a recent survey of IT executives by the Public Technology Institute and Deltek, IT spending for 2016 will be higher than in 2015 for 44 percent of companies. Small and medium businesses (SMBs)...
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DocuWare Workflow Manager
Optimize document-based company processes by defining clear rules with DocuWare Workflow Manager. It works with a high-performance graphical user interface enabling you to easily create and edit workflows. No need to pay for programming, you can develop simple to highly ...
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November 2015
Featured Links
Join us for a webinar this month: Finally, Take Control of Your Purchasing Documents. Register now!
Join us for a webinar next month: Eliminate Information Silos with Digital Document Storage
Attend Our Technology Event
Visit our website
Watch a short video
Application Solutions
Com Microfilm Blog




Call us for

(217) 525-5860
Other Stories
Com Microfilm Co
www.commicrofilm.com | 217-525-5860 | Springfield IL 62702

CMC Newletter August 2014

posted Aug 13, 2014, 1:51 PM by Craig Williams   [ updated Nov 16, 2015, 8:12 AM ]

Easy Integration: The Key to Document Management Success

Are you feeling frustrated with your “good, old-fashioned” paper-handling processes? As comfortable as it may be, paper can impede sales, threaten customer service, slow cash flow, and cripple your business’s ability to compete and grow. When the status quo stops working, it’s time to find a new solution.

There are some terrific, efficiency-boosting technology solutions available — but what’s right for you? That’s where a lot of companies (just like yours) often get stuck. They think it’s difficult to...
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IndustryStories
Manufacturing Company Cuts Costs and Increases Productivity with DocuWare
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Writing Rules for Everyone
1. You need to tailor your message to your clients’ demographics. Conduct a survey of your most loyal customers to determine which demographic gives you the most business. 2. The better you know your clientele, the better you can organize your information to meet their...
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The DOs and DON'Ts of Keeping Your Office Expenses Down
The Do's 1. Set up a separate bank account for your business so that you can track expenses. Also, if you plan to use a credit card for regular business transactions, open a separate credit card account for the business. 2. Employ smart business services like Managed...
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DocuWare Intelligent Indexing Service
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DocuWare Version 6
DocuWare is state-of-the-art document management system software for professional Enterprise Content Management. By tapping into the valuable information contained in documents, precisely where and when you need it, you can streamline your business practices. DocuWare ...
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i4200 Scanner
The KODAK i4200 scanner is built to handle up to 50,000 pages per day. A rugged design and steel-welded frame ensure high performance and reliability. It is the smallest scanner in its class to offer a 500 sheet input capacity. Maximum scanning speed: 100 ppm ...
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August 2014
Featured Links
Join our Webinar this month: How to overcome your document management concerns. Register here!
Join our Webinar next month: The secret to successful collaboration. Register here!
Attend Our Technology Event
Visit our website
Watch a short video
Application Solutions
Com Microfilm Blog




Call us for

(217) 525-5860
Other Stories
Com Microfilm Co
www.commicrofilm.com | 217-525-5860 | Springfield IL 62702

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