Thursday, December 29, 2011

Best wishes for 2012

May 2012 be a great year, one in which we all reach our professional goals x 10.
And the sovereign debt crisis stops.
And world hunger disappears.
And we stop polluting the environment.
And peace is spread all over the world.

Because if we never dream it, we will never reach it.


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Wednesday, December 28, 2011

A step-by-step ROI on my digitizing project

"Quantifying benefits and real cost of a project is a basic step when deciding to invest money in a digitizing project. We show you how to do it step-by-step"



Throughout 3 different post we will be showing, step-by-step by an example how to calculate the Return On Investment of your digitizing project.

To explain the calculations you must be do we will be suggesting some information, although it is for demonstration proposals its try to adjust realistically.


Size of the company: 50 people
Documents handled per day: 100 documents
Number of filing cabinets: 3
Filing cabinets size: Width 41cm, Length 50cm, Height 104cm
Workers needed to manage this number of documents: 2
Workers who need to find documents for doing their daily tasks: 10
(All the workers in the example earn the current Statutory Minimum Wage in Spain of 641,10 euros)

Step 1: Calculating Cost of the Current System
Determine the real cost of maintaining your paper-based documental system, in order to this, take into consideration cost as followings:




COST OF LABOR



MONTHLY BASE SALARY
641,10 €
PRO-RATA 2 ANNUAL BONUS
106,85 €
COMMON CONTINGENCIES BASE (CCB)
747,95 €
SOCIAL SECURITY COST (32% of CCB)
239,34 €
TOTAL MONTHLY COST OF AN EMPLOYEE 
987,29 €
PRICE PER HOUR OF WORK
4,11 €
PRICE PER MINUTE OF WORK
0,07 €



NUMBER OF DAILY MANAGED DOCUMENTS
100
TIEMPO AVERAGE TIME TO MANAGE A DOCUMENT (MINUTES)*        
6




LABOR COST TO MANAGE A DOCUMENT
   0,41 €
DAILY COST TO MANAGE DOCUMENTS
  41,14 €
ANNUAL COST TO MANAGE DOUMENTS (220 Days Worked / Year)
9.050,20 €


*The employee of the example is earning the current Statutory Minimum Wage (SMLV)
*The social security cost in Spain by the current legislation range between 32% and 35%
* According to a study of PriceWaterhouse Coopers (Estimated time for one person filing a document in a well organized documents system )



COST OF STORAGE



SQUARE METERS OCCUPIED FOR A FILING CABINET
0,3075
NUMBER OF FILING CABINETS
3
AVERAGE HIRING PRICE PER SQUARE METER IN AN OFFICE (MONTHLY)*       
29,00 €


MONTHLY COST OF STORAGE
26,75 €
ANNUAL COST OF STORAGE
321,03€

* In the calculation of the square meters needed the space required to open the drawers is taking into account
*  In Madrid in 2010 according to Cushman & Wakefield Property Consultants

COST OF SEARCHING DOCUMENTS



NUMBER OF PEOPLE SEARCHING DOCUMENTS PER DAY
5
NUMBER OF DOCUMENTS IN AVERAGE SEARCHED PER DAY
10
TIME IN FINDING A DOCUMENT (MIN)
6
TOTAL TIME SPENT IN FINDING DOCUMENTS PER DAY (MIN)
300


AVERAGE OF LOST DOCUMENTS PER MONTH
6
TIME IN FINDING A LOS DOCUMENT (MIN)
10
MONTHLY TIME SPENT IN FINDING LOST DOCUMENTS
60




COST PER MINUTE WORKED
0,07 €
DAILY COST TO SEARCH DOUMENTS
21,00 €
ANNUAL COST TO SEARH DOCUMENTS (220 DAYS WORKED PER YEAR)           
4.620,00 €
MONTHLY COST IN FINDING LOST DOCUMENTS
4,20 €
ANNUAL COST IN FINDING LOST DOCUMENTS
924,00 €


TOTAL COST OF SEARCHING DOCUMENTS
5.544,00€


To simplify cost calculations we avoid the cost, in most of cases, of creating again or recovering a lost document (for example, to contact a supplier to know if he can send a copy of an invoice, to write again a lost report, etc). However, it would be interesting to do a more complete approximation about what the lost of documents can cause.

At least including these cost, we can nearly estimate how much it cost to our company continue working with a paper-based documental system.



TOTAL COST OF MAINTAINING THE CURRENT SYSTEM



ANNUAL COST OF MANAGING DOCUMENTS (220 DAYS WORKED PER YEAR)
     9.050,20 €
ANNUAL COST OF STORAGE
        321,03 €
TOTAL COST OF SEARCHING DOCUMENTS 
     5.544,00 €

ANNUAL TOTAL COST OF THE CURRENT PAPER-BASED SYTEM
     14.915,23€


“Managing paper documents in this company has an estimated cost of 14,915.23 euros per year”

As you notice, it's not an insignificant amount that your company has to pay year after year. Don't miss our next post where we'll estimate the benefits of the new system. 


if you want to follow the entire ROI calculation process, just download our white paper.
Discover how to calculate the ROI of a paper document capture process.download it


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Thursday, December 22, 2011

Athento helps you manage critical information in your emails

“In the following post we'll tell you the most important things about managing critical information in your emails and how Athento can help you.”


Every day it's most frecuent that companies begin to worry about managing information in their emails. The AIIM's report, 'State of the ECM Industry 2010', says that managing emails (like records) is one of the top priorities for ECM nowadays, along with the implementation of a Records Management System and its integration with multiple repositories. The same report states that out of 65,000 companies interviewed, 56% show serious doubts about the capability of their companies to store and retrieve the information contained in emails.

Emails are a special type of content, they have records' treatment because once they are sent and/or received they shouldn't be modified. On the other hand, as emails are increasingly being used by employees of companies in their daily work, the information contained in them begins to be critical in many cases. According to Radicati Group, the average corporate user sends and receives about 110 daily emails. Without question, with these data, it's not weird that different countries begin thinking in emails such as probatory documents. The regulations in this respect, at least in Spain, are not very advanced and there isn't a description of the requirements applicable to an email, but they are now admitted at trial.

Emails are also admissible in trials in the US.


How does Athento IDM help you manage the information in your emails?
Athento IDM and in general all Athento family products include a functionality named 'PopMail Input'. This is really a component of Athento that helps us manage emails in two ways:

Uploading to the document manager by sending attachments to an email account. The platform receives the attached document and stores it doing its information indexing.

Documenting our emails: Input PopMail can convert a received email in a PDF document, including all information contained in it (sender, time, date, subject, body, etc..), identify a unique code and storing it in the manager not allowing further modifications.


Let's see two examples!

Case of use: Managing pharmacological alerts in a Hospital Pharmacy. The Pharmacy of the hospitals typically receive alerts from Spain's Agency for Medicines and Health Products where information is reported about defects or potential health risks that may be caused by medications. The problem with this type of documents is that they usually come in several ways to the pharmacy staff and as a result, the information is duplicated. With PopMail Input it's possible centralizing the receipt of alerts in a single account and evaluating which alerts are into the system already, so we don't end up re-creating them again.


Example of use in processes of incidents and negotiations with customers: Imagine that someone in the sales department of your company reaches an agreement on price and terms with certain customers via email. For some reason, the commercial who got the agreement with the customer leaves the company and the customer is assigned to a new account manager. This new sales person does not have access to all the emails from the last guy, or simply among all too many emails it's really hard to find the email that closed the sale and service conditions. Fortunately, the previous sales person was a smart guy who sent the e-mail to the customer with a copy to an email account that allows PopMail. The new sales rep. will only have to look in the repository, where there's already a folder with the name of the client, all commercial offers that are made available to him/her and the client's responses. The recovery of a document in a repository is almost immediate.

We hope we have explained a little bit more about this functionality of Athento. However, if you have any questions, please, feel free to contact us.


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Tuesday, November 29, 2011

6 Steps to make your company a paper-free business

You will find below a guide with the essential steps to implement a successful digitization process which really allows your company to get rid of paper”

  1. UNDERSTANDING AND SHARING ITS TRUE PROFITS
Find the project justification because if you are going to invest money, you have to prove that it's an “investment”, not a “cost”. Turn in numbers that lack of efficiency you guess when you see your employers are lost in piles of papers.



Step 1:
Consider current costs working with paper and think about how digitizing the company's documentation will reduced them.


2 PERSUADING ALL TO FIGHT AGAINST THEIR FEARS
You will find a lot of steps trying to convince your board about the need to adopt a digitization system. What difficult stepts will I find? Above all, things like: “a digital document is not as valid as a paper-based one”, “despite digitizing a document we cannot destroy the original in a large number of years”. You will have to prove with data and laws that these fears are unfounded .


Step 2:
Dispel fears of the board of directors. Use data and laws as your tools.

3. DEFINING CLEAR 'GAME RULES'

It is mandatory to define a knowledge or an informational base over which the system will work. You must define concepts like: volumes of documentation, speed of the system (workflows?), what to do with those documents when they are digitized, who is going to scan the documents and where, configuration and number of scanners, what information you want to extract of the documents, in what format the information will be saved, what types of documents the system will accepte and how those documents are, etc.

Step 3:
Define the project scope and its attributes.


4. STUDYING YOUR SYSTEM AS A WHOLE: DIGITIZING IS NOT ONLY USING A SCANNER

If you have a Records Management software, make sure the system is able to store the amount of documents you want to digitize and does it in a proper speed.
Try to ensure that the original documents have a minimum quality, that can avoid you lots of problems if you decide to use a character recognition software (OCR).
Distributed or centralized capture? With a centralized capture system we have to move the documents from all the branches of the company to the place where the capture will be done. A distributed digitizing, or distributed capture is by far the best option, each branch scan its own material but in the end the documentation goes to a unique repository (or shared repositories)


Step 4:
Take into account the next key steps before making a decision about acquiring hardware or software:
  • Scanner's speed
  • Storage system available
  • Quality of original documents
  • Distributed capture vs centralized capture


5. FINDING A RIGHT CAPTURE SOLUTION
Capture software is what really makes the difference between inaccessible information on paper and the information included in documents that is completely accessible to be used; because it allows extracting information of scanned documents (usually images)

We must think about the type of documents we are using (manuscripts, printed by computers, markup text documents), to determine what software technical features allow us to extract the information (OCR, ICR or OMR)

As far as OCR, we must consider not only they are offering us an OCR engine with a high precision rate but at the same time we must know what type of OCR we need and it depends again on the characteristics of the documents we are working with. If we usually work with well organized and structured documents a zonal OCR is the best choice. Bad news is that our documentation will not always be well organized and we are going to look for documents in which we won't know how to find what we need. That kind of documents use demand applying OCR to the entire document.

Finally, it's important to think about a software which offers document recognition and classification, since it is going to save lot of costs to your company. In this case you must take into account how precise is the tool in the auto-classification process.

Just one more thing, if you are going to work with massive volume of documents, you will need the tools receiving batches of scanned documents and it can divide them into individual documents.
For more information about capture tools, see the “Comparison of Capture Solutions”


Step 5:
Analyze carefully the following aspects before choosing a Capture solution:
  • Documents to digitize, are they well organized or not
  • What possible objects you'll find in your documents (manuscript words, check boxes, etc)
  • Are you going to scan individual documents or batch of documents?
  • What parts of the process can you automate?




6. INVOLVING YOUR STAFF IN THE PROCESS

The number of people involved directly will depend on the game rules defined and the power of the capture software (the more powerful the tool is the less human work is required). Whatever the number of people involved it is important to look after the ease of use of all the system tools and teaching them how all work, at the same time you must persuade them about their benefits. But on the other hand, it's better that several people scan than only one, because it's a very boring task,



Step 6:
Try to involve your staff in the new project and distribute the load of the tedious tasks related with the digitizing process.


We hope we are being helpful along these lines, remember we are pleased to help you personally.



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Wednesday, October 19, 2011

Athento has now a 98% accuracy rate auto-classifying documents



Last week, our engineers improved Athento's accuracy rate auto classifying documents, from 96% to 98%. Athento overtakes other solutions like ECM Captiva, Kofax Capture or Ephesoft with this new accuracy achievement in document recognition and classification.

For Yerbabuena that's only a figure, but for our clients, that means an increase on savings.

Let's see it with an example. Consider the following data

Daily Document Input
200 documents per day
Average time spent recognizing and classifying documents
5 minutes/document
16,67 work hours per day
Hourly rate of pay
10 dollars

Cost working with paper
Cost at 96% accuracy rate
Cost at 98% accuracy rate
Annual difference between rates (in dollars)
40.008 dollars/year
3199,9 dollars/year
1599,9 dollars/year
1,600 dollars/year



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Monday, October 17, 2011

Athento helps you manage critical information in your emails

In the following post we'll tell you the most important things about managing critical information in your emails and how Athento can help you.”

Every day it's most frecuent that companies begin to worry about managing information in their emails. The AIIM's report, 'State of the ECM Industry 2010', says that managing of emails (such as records) is one of the top priorities for ECM nowadays, along with the implementation of a Records Management System and integration with multiple repositories.

Emails are a special type of content, they have records' priority because once they are sent and/or received they shouldn't be modified. On the other hand, emails are increasingly used by employees of companies in their daily work, the information contained in them begins to be critical in many cases. According to Radicati Group, the average corporate user sends and receives about 110 daily emails. Without question, with these data, it's not weird that different countries begin thinking in emails such as probatory documents. The regulations in this respect, at least in Spain are not very advanced and there isn't a description of the requirements applicable to an email, but they are now admitted at trial.

How does Athento IDM help you manage the information in your emails?

AthentoIDM and in general all Athento product family include a funcionality named 'PopMail Input'. This is really a component of Athento that helps us manage emails in two ways:

Uploading to the document manager by sending attachments to an email account. The platform receives the attached document and stores it doing its information indexing.
Documenting our emails: Input PopMail can convert a received email in a PDF document, including all information contained in it (sender, time, date, subject, body, etc..), identify a unique code and storing it in the manager not allowing further modifications.

Can you give me an example?

  • Example of use to manage pharmacological alerts in a Hospital Pharmacy: The Pharmacy of the hospitals typically receive alerts from Spanish Agency for Medicines and Health Products where information is reported about defects or potential health risks that may be caused by medications. The problem with this type of document is that they usually come in several ways to the pharmacy staff and as a result, the information is duplicated. With PopMail Input it's possible centralizing the receipt of alerts in a single account and evaluating which alerts are into the system already, so we don't end up re-creatig them again.
  • Example of use in processes of incidents and negotiations with customers: Imagine that someone in the sales department of your company reaches an agreement on price and terms with certain customers via email. For some reason, the commercial who got the agreement with the customer leaves the company and the customer is assigned to a new account manager. This new sales person does not have access to the emails from the last one, or simply among all too many emails it's really hard to find the email that closed the sale and service conditions. Fortunately, the previous sales person was a smart guy who sent the e-mail to the customer with a copy to an email account that allows PopMail. The new commercial will only have to look in the repository, where there's already a folder with the name of the client, all commercial offers that are made available to him/her and the client's responses. The recovery of a document in a repository is almost immediate.

We hope have explained a little bit more about this funcionality of Athento. However, if you have any questions, please, feel free to contact us.


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Wednesday, October 12, 2011

ECM: Where is Enterprise Content Managemet Moving Towards?


"In the next post we'll see a review of current market characteristics and trends in ECM  for the coming years"




We can say that we are already in a mature market. While maturity has its degrees, it is directly proportional to the maturity of national economies, we can speak generally of a consolidated marketplace with well-defined characteristics.
Let's take a look.

Market Features

The ECM market is ...

Big: It is expected to hit $ 5.7 billion by 2014. 

With big fish: The ECM sea is also a sea of big fish. In more formal terms, we can say that the ECM market is an oligarchy market, in which the 3 most important brands have more than 50% of the pie. 

Difficult sales: The ECM market is not a shoe market. The companies do not consider changing a repository or buying it once a month, because in most cases, changing a content management system to another involves high costs and not only of money. Changin a document manager, or starting work with one first involves a change in how employees work every day.

Very similar solutions and tending to fragmentation: The solutions offered in the ECM field are often very similar. This, plus the small number of suppliers that dominate the market, has led the rest of the companies to have a focus on smaller portions and better defined ECM processes. For example, in  capture, this trend is evident. There are many solutions that focus only on this aspect of the ECM.

The result of these characteristics

Under these conditions, we have market companies in a race to the bottom trying to achieve:
  1. Differentiation with other providers.
  2. Facilitating customers the adoption of a content management system.
  3. Making their ECM systems integrate with other tools to offer more complete solutions.
  4. New outlets parallel or transverse to the well-established branches of ECM, document management, web content management, etc..

What these goals are leading to: Trends in ECM

Now we come to the trends. In seeking to achieve these goals mentioned that ensure survival in the market, we can see some trends are being consolidated in the market. We describe below the most important:

Adding more content to the word "Content": This is a clear departure from the market new ECM, which can be considered within the target number 5. Market companies are looking to manage emerging content types that have become relevant as information on the daily tasks of businesses, for example, content published on social networking sites, or emails. In the latter case, although we can not consider the use of e-mails in companies something new, we can speak of a growing interest in management control and in many cases to handle business critical information.

SaaS, reducing the requirements for implementing ECM platforms: We can frame this trend within the group of goals number 2. ECM providers now give its customers the opportunity to throw out of the cloud all maintenance weight. Software as a Service gives customers the opportunity to have a content management system without having to make a large investment in technology. SaaS is paid for the use of the ECM platform by the platform itself. The provider will maintain the ECM platform on its servers and the customer will only pay the bill for its use, as it does with electric or water bills. In 2010, according to AIIM, the rate of use of this mode increased from 2 to 6% and is expected to continue growing.

CMIS, making compatible the use of different repositories: Many companies, for various reasons, use multiple repositories. Until just over a year, this meant having to access information across multiple access points, and also that to the "not-centralization"problem, the problem of duplicate information was added in many casesIt was also common for companies to find problems when connecting the information from other systems with the content platform. These reasons made ​​it difficult to make the decision to buy a new ECM system even if you find one that offers better performance than the current one. CMIS is breaking the monogamous relationship between repositories and businesses and forcing suppliers to deliver improvements in their systems. We can say that CMIS is a response to goals 2 and 3, but at the same time is causing companies to develop ECM tools that strive much more to differentiate through product innovation, because the easier it is to migrate to other repositories, the harder it is to retain customers without offering anything new (ECM innovation). 

Partnerships between providers covering different processes within the ECM: It is clear that the ECM market conditions are forcing suppliers to offer more choices and convenience to customers. One of the drawbacks to save (fruit of the same dynamics of the market) is precisely the need to integrate different solutions to solve ECM problems and it's the clients themselves who have to carry the work of such integration. Providers have realized that it's much more efficient to do what they do best and partner with others than to address those aspects in which they are less strong. At this point, we can cite the example of the integration between traditional repositories and other capture solutions (Nuxeo + Ephesoft), workflow design (Alfresco + Activity, etc.). 

Innovation for survival: The ECM software suppliers know that their solutions must keep pace to the frantic globalized world in which their clients operate. It's not just solving the problem of excess paper or "Content Chaos" we need that customers perceive a higher value and products that fit their needs. An example of the constant innovation that is happening in the sector are the advances in the recognition and document analysis to ensure huge savings on manual tasks to customers. On the other hand, the growing demand for mobility has forced ECM providers the development of mobile clients that allow access from remote locations and availability of information without temporal or spatial barriers. 

So far this brief analysis of the ECM market. But certainly in the not too distant future we will have to revise this document and see how these trends have been completely consolidated and force us to look toward emerging branches (eg eDiscovery) to come to change a little more this so interesting market. 

As Athento, (could not finish the post without talking about our platform!) we try to always keep pace with the market, and even, as we've been doing so far, anticipating what is already being done.

  • Athento allows its use in SaaS or OnPremise
  • Athento implements CMIS and supplements it with other technologies that make it more interoperable.
  • Athento has a mobile client that allows access to different repositories from your Smartphone (iPhone or Android).
  • Athento can manage e-mails through its PopMail module, making the content of emails  manageable and able to classify automatically.
  • Athento is the first document management technology platform that added semantics in the process of capture and retrieval of content.


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Monday, October 3, 2011

Use example of Autotagging in Athento IDM: From 8 minutes to 8 seconds extracting important information from a Resume

It is not the first time we told you something about our labeling module. For those who, however, did not know what this is about the labeling, as we name it shortly, is one of the features included in our solution for enterprise content management, Athento IDM, an intelligent document management solution. Basically, this tool works together with OCR to extract the keywords of a document that can be used as labels (tags) and to help us find documents from a tag cloud. It is a way to create quick access to documents that share a certain theme.

Is that all? Yes, simple right? Simple, but extremely useful, we will explain with an example, which is the best way to understand how we can take advantage of something. Putting it into USE!

Use the case of a temporary agency (employment agency) such as Manpower, or any company (virtual or physical) or HR department that is dedicated to providing companies with qualified personnel to fill vacancies.

Such companies often receive curriculums (or resumes to our American readers) in paper or digital files. Some, especially those that are web based, make the candidate fill in the data that the application will need to relate to applicants with vacancies through their qualifications. However, they still leave the possibility for the candidate to attach your own resume as a file because they know much more information would be on the resumes than what can be collected through the inflexibility of web forms.

Either way, getting important information, even if it's external users who carry out the process, it remains a manual, tedious and long process.

For example, fill the first form in the famous (in Europe) InfoJobs portal takes an average user accustomed to the web an average of 2 minutes (the form only collects information about your account to be created) and the user still has at least 3 major sections to fill (Studies, Experiences and Future Use). At the very least the total process will take 8 minutes a user.

Americans (who know a lot about web usability and many other topics) know that the time is long enough to lose many users. LinkedIn is a wonderful example of how we can help reduce the time a user takes to complete its resume. LinkedIn offers users the ability to upload a resume in PDF, Microsoft Word or other formats to complete their profiles. The application extracts data from the resume and adds it to the content of the user profile. We will not get to study the effectiveness of this particular tool, let's just say that in most cases it provides help to complete a resume.


In the case of the employment agency and Human Resources departments it is even more common that the process of extracting information from resumes in paper or digital format needs to be made by an employee.

If for example 50 resumes received daily by any route (via e-mail attachments, paper, included in a created profile, etc) and assuming that extracting important information from a resume take an employee the same as it would take a user in a job portal, we are talking about a little over 6.5 hours daily consumed in the process.

And when we want to find someone to fill a position? Companies with the digitized data of the candidates have it a little easier, your applications should offer a way to query the database and cross position requirements with user skills. However, we would have the problem that in many cases the most comprehensive information is found in the resume of the users attached as files to a profile. In companies where the curriculum is still handled on paper, someone will have to review these documents one by one to find out if they meet a certain requirement or not.

So as to show two problems: obtaining information from resumes is still a manual job that takes up too much time and quick and accurate access to those candidates who possess some knowledge or skill is not an efficient process (and sometimes not even useful). Let us study now how someone with Athento iDM could dramatically improve both processes using OCR and autotagging modules. Let's see it step by step.


1. Obtaining and indexing the entire content of the resume
Through its OCR engine (Tesseract) Athento extracts data within files that are images (TIFF, PNG, PDF, DOC, XLS, GIF, JPEG). Extracting data from other text documents ( .doc, .odt, etc.), not being images, has no problems either and is fast. This process is almost immediate (takes a few seconds per document) and the best, is transparent to the user all you have to do is upload a file to the repository (either a resume scanning, emailing, add it through WebDav -drag and drop-, etc..). From 8 minutes to get all the data of a resume to no more than 5 seconds. The OCR used in Athento has an average success rate in data extraction of 96%.


2. Generating Labels
Athento iDM uses its Autottaging module to search inside the indexed content the most relevant words. These words will become labels that will gather all documents containing it. For example, in a programmer's resume the word JAVA is relevant. It is important to note that a document contains many words such as articles, prepositions, etc.. These words have no relevance. If we group together in the same category, label or tag all the documents that contain for example the word "by", the group will surely contain all the documents in the repository, so we do not do any good here... Thus we see something we call "Document Intelligence" since Athento can reason about what terms are relevant or not within the content.




3.Searching Content by tags
Following the example of the word JAVA in a resume of a programmer, clicking inside this tag in our tag cloud would get all CVs of developers that have included the programming language in their skills and knowledge. Surely, we would also have also within our tag cloud the tag "programmer" that would give us access to all programmers who have a curriculum with just one click. The search for candidates with particular knowledge would be reduced later to a simple click by the user on a label. As an added bonus, Athento would offer a link to Wikipedia for each tag in the system, in case we want to know what every label means.


With this example we've seen how Athento iDM reduces from 8 minutes to 5 seconds the information extraction contained in a resume and turns the manual search process into an automatic process or search using a form (which is commonly offered by applications) to that of one click. We hope that the example has proved illuminating.





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Friday, September 30, 2011

All Your Company Documents over Several Repositories And Just One App For Your Smartphone

ECM Mobile WebApp is a Smartphone application which allows companies with several repositories access to all its documents through a single mobile app.”

According to AIIM, 5% of 65.000 interviewed companies have declared as one of their priorities the access to content on mobile devices (State Of The ECM Industry 2010), besides this, “Gartner Highlights Key Predictions for IT Organizations and Users in 2010 and Beyond” estimates that mobile usage will surpass desktop web usage by 2013.
Enterprise's world has been struck by mobile expansion.


Lots of ECM providers are already working to get access to content and documents using mobile devices. There are at least twenty different mobile clients developed to cover that service for the main ECM platforms. In fact, Athento has an advanced mobile client for Nuxeo DMS. The problem with many existing applications is that in the real world, big companies do not work with a single repository.

The reasons why many companies work with several repositories are different. Some companies didn't do a thorough planning by the time they faced the paperless challenge. In other cases, CEO changed and with them the repositories used or simply, technological investment decisions are not centralized. It's also possible that specific requirements of different departments have forced having several content management platforms, each one with different features.

Anyway, the reality is the same for that companies, whatever their reason to have several repositories are. They can't have a single mobile client for accessing content if they have many ECM platforms.

Luckily, CMIS has come to open new possibilities and nowadays developers are working to get mobile apps become compatible with any repository. So, if the repository implements this standard, apps will be able to connect with it.


Athento is known for adding functionality to other repositories, so, it can't let this company's problem pass. The ECM Mobile WebApp was launched few days ago. This app is available for Android and iOS (Apple devices) and it's also in developing for Blackberry OS.
ECM Mobile WebApp can be set up for access to multiple repositories that implement CMIS.


ECM Mobile WebApp Features

Setup for accessing multiple repositories
Quick access from device's desktop without doing login over and over again.
Searching documents within repository
Creating new folders
Creating quick notes
Downloading any kind of content
Global searching tool
Local searching tool
Tagging like “Favourite” for quick access to frequent documents (Bookmarks)


Technical Requirements
Android 2.2 and further upgrades
Android Tablets
iOS (iPhone, iPAD)
Under developing for Blackberry OS

Repository compatibility

Nuxeo 5.3.2 and further versions
Alfresco from 3.2 release
Documentum from release 6.7
OpenText ECM 10 and further upgrades
SharePoint Server 2010 and further upgrades
KnowledgeTree from release 3.7
IBM FileNet P8 and further upgrades

ECM Mobile WebApp is compatible with any CMIS repository.


Edit: Written and translated by Verónica Meza in our blog in spanish.


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Monday, June 6, 2011

Yerbabuena at the CEO Showcase of the TOP 100 OnDemand 2011

Our presentation at the CEO Showcase of the TOP 100 OnDemand Companieds 2011, hosted in March at the worldwide HP Headquarters (Palo Alto) is available.
An incredible experience being connected to the Top CEOs of the SaaS and Cloud Computing companies that will impact the market in the next years.
You can watch the video here::
http://www.aonetwork.com/AOStory/CEO-Showcase-Yerbabuena-Software

And here you can see the presentation that was done on the event:

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Monday, April 18, 2011

Mobile Document Management: Interview with our Global CEO

On Friday an excellent interview with the CEO and co-founder of our company, Jose Luis de la Rosa, was published. The interview was quite extensive and very well done, and it explains the advantages of mobile document management and talks about specific use cases: examples of use in this technology and why it will be widely used and the short term the benefits.
Enjoy it!

Read the interview in English here (Google Translate).
Read the original interview in Spanish.

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Friday, April 15, 2011

Intelligent Document Management: One Use Case, Putting all together

In this video we provide an example that sums it up for what intelligent document management is all about:


0. We upload a scanned document (a non searchable PDF, just an image). 

1. We extract text using OCR technology, and then w
e extract (using our semantic reasoning engine) relevant data (tags), which are keywords inside the document or just concepts related to the document which may not appear in the document but is useful to describe it. We do this using DBPedia, OpenCalais and other semantic web cloud environments.

2. The document type is recognized: contract, and in that type, the exact sub-type of contract. This feature can also be used with other enterprise document types, such as invoices, records etc. 

3. Based on the above, a workflow involving workers in the organization is started. The system can be configured to take in mind things like staff workload etc. to asign the reviewing/approval workflows to whoever is less busy and may perform the required task from a rights/operational point of view. For example, an invoice will trigger an "invoice pay/approve workflow" and documents will be routed to the persons that perform this actions, depending on data inside the customer such as "customer" etc.


4. We perform several (3) searches using the terms inside the image (full text search). This terms are like the EIN number (company number) and the ID Number of a person. 

5. We show the graph of the tags extracted on the document (relations graph).





There's plenty more videos, with automated invoice processing (using semantics, not just zonal OCR) etc. and we have this working in production in Spain's DMV, the Spanish Army, and large financial institutions (BNP Paribas, BBVA, Cajasol etc.)

This video summarizes perfectly a complete case of use of the entity-tag extraction.
This can also be done with a mobile client (we have developed one for Android-iPhone which is available here) and using then Geo Local tags to do cool things like finding documents which have been uploaded to the system by users close to me or by users in one particular region.

We can also improve this use case taking a picture with the phone, one click upload from the invoice and then the whole thing described before (1 to 5.) will take place, also like I said, with the geo-tag include. 


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Friday, April 8, 2011

Our On Demand 2011 Presentation

As we have mentioned before in our spanish blog, on Wednesday March 30 we presented at the On Demand 2011 event held at the global headquarters of HP our company and Intelligent Document Management product Athento.

In front of us, potential partners, VCs (Venture Capital, Private Equity firms) and Business Angels.
The truth is that the experience was very successful, the conference was packed and the audience were very interested in what we do.
Here you can view our presentation, we will refine and improve it.

Top100 On Demand Companies Yerbabuena
View more presentations from Yerbabuena Software



PD: The priority of the company in the United States is not to get funded ("raise money") or sell the company, but we are considering the posibility of the first.
PD2: The company has been experiencing in the first quarter of 2011 an increase of over 400% in sales compared to the first quarter of 2010. This definitely will be our year :-)


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