FAQ

By leveraging content management systems and practices, organizations can streamline content-related processes, reduce manual effort, improve collaboration, ensure content accuracy, and enhance overall productivity. This ultimately leads to cost savings, increased efficiency, and better utilization of resources within the organization.

A capture system refers to a technology or process used to convert physical or electronic documents into digital format for further processing or store them in a document management system (DMS) or an electronic document repository.

OCR or Optical Character Recognition is a technology that is used to convert printed or handwritten text into machine-readable text. OCR software analyzes the shapes and patterns of characters in scanned images or documents and translates them into editable and searchable text.

From a BPM perspective, common business challenges include process inefficiencies, lack of standardization, poor visibility, resistance to change, siloed departments/systems, compliance issues, limited automation/technology utilization, and inflexible or most often manual processes. Addressing these challenges improves efficiency, productivity, and overall performance.

Here are a few ways BPM can positively impact your team:

Improved efficiency: BPM helps identify inefficiencies in processes and streamline them, reducing redundant tasks and minimizing time wastage.

Clear process visibility: BPM provides real-time visibility into processes, enabling your staff to have a clear understanding of workflow, tasks, and their roles within the process. This visibility enhances collaboration, coordination, and accountability among team members.

Enhanced collaboration: It facilitates cross-functional communication, knowledge sharing, and effective teamwork, leading to improved productivity and problem-solving.

Empowered decision-making: BPM offers data-driven insights and analytics, enabling informed decision-making.

Consistent process execution: BPM helps standardize processes, ensuring consistent execution across your organization. This consistency reduces variations, errors, and rework, enabling your staff to deliver high-quality outcomes consistently.

Agility and adaptability: BPM enables businesses to respond quickly to changes in the market or customer demands. By modeling and automating processes, your staff can adapt processes swiftly, making adjustments or introducing new workflows to address evolving needs.

Employee engagement and satisfaction: BPM simplifies and automates repetitive and administrative tasks, freeing up your staff’s time for more meaningful and value-added work. This can increase job satisfaction, engagement, and motivation among your employees.

Continuous improvement culture: BPM fosters a culture of continuous improvement by providing tools and methodologies for analyzing, optimizing, and refining processes. Your staff becomes actively involved in identifying and implementing process improvements, leading to ongoing efficiency gains.

A content search system can indeed search across different repositories or systems that store data in isolation, often organized according to different departments, applications, or file systems. Our advanced content search systems provide connectors or plugins that facilitate integration with different data sources, allowing the system to retrieve and index data from diverse silos.

In the European Union (EU), the legal effect of a qualified electronic signature is generally equivalent to that of a handwritten signature. The EU has established the eIDAS Regulation (Regulation (EU) No. 910/2014) to govern electronic identification, authentication, and trust services within the EU.

According to the eIDAS Regulation, a qualified electronic signature has the same legal effect as a handwritten signature and is admissible as evidence in legal proceedings.

Here are some common departments in a company that can benefit from digital signing:

Most often case is customer onboarding, providing streamlined documentation, faster turaround time, enhanced security, compliance and legal validity, and overall improved customer experience.

 

Human Resources (HR):

• Employment contracts
• Confidentiality agreements
• Performance evaluations
• Employee onboarding forms
• Leave requests

Finance and Accounting:

• Purchase orders
• Invoices
• Expense reports
• Financial statements
• Contracts with vendors or clients

Sales and Marketing:

• Sales contracts and agreements
• Marketing campaign approvals
• Non-disclosure agreements (NDAs)
• Partnership agreements
• Advertising contracts

Operations or Production:

• Supply agreements
• Manufacturing specifications
• Quality control documents
• Equipment maintenance contracts
• Service level agreements (SLAs)

Information Technology (IT):

• Software license agreements
• Service contracts with IT vendors
• Data protection and privacy policies
• IT security incident reports
• Change management approvals

Customer Service or Support:

• Service level agreements (SLAs) with clients
• Customer complaint resolutions
• Support contracts
• Warranty claims and approvals
• Service termination agreements

Research and Development (R&D):

• Non-disclosure agreements (NDAs) for research collaborations
• Intellectual property assignment agreements
• Research project proposals
• Development partnership contracts
• Licensing agreements for technology transfer

Legal and Compliance:

• Contracts and agreements with external parties
• Legal notices and disclaimers
• Regulatory compliance documents
• Corporate governance documents
• Board resolutions and meeting minutes

Administration or Operations Support:

• Facility lease agreements
• Purchase requisitions
• Travel expense authorizations
• Meeting agendas and minutes
• Internal policy acknowledgments

These examples provide a glimpse of the broad range of documents where digital signatures can be applied within different departments. It’s important to consider the specific needs and requirements of your company when determining the appropriate use of digital signatures for each document.