Tuesday, December 24, 2013

Press Release: Athento to present a 2014 Smart Document Management solution that’s even smarter

Miami, December 24, 2013: Athento, the smart document management software, is presenting some of its new features for 2014.

The Athento team does not want to end the year without sending its clients and users its warmest wishes for a prosperous new year in 2014. The management team would also like to share some of the new features that you’ll see in the product in 2014.

At the start of the new year, the company will publish the product roadmap, which includes (among other improvements) a more compact interface which will provide all of the capture and document management modules in a more integrated fashion.

This year, we’ll see more of the things that the team has been working on during the second half of 2013, and which will soon be ready to see the light. Victor Sánchez, the Head of R&D, says of the product: “We’ve succeeded in getting documents stored in Athento to be more than just files and metadata. They’re now entities with their own meaning, which contemplate the relationships between users and other documents. This is part of understanding documents; and, for businesses, this means more power and flexibility when it comes time to defining document modules.”

Athento’s capture features will also continue to evolve in 2014. In order to do this, the company has brought on two experts in the optical recognition field who will join a team of experts specializing in classification algorithms and document management, in general. As José Luis de la Rosa, the company’s CEO, says of the company: “The efforts we will make in 2014 will focus on making Athento smarter and smarter, which we understand is the only way of providing a real solution to businesses who, day after day, have to deal with complex volumes of documentation and for whom traditional ECM solutions haven’t offered a complete solution”.

About Athento:
Athento Smart Document Management incorporates leading-edge technology such as Machine Learning, Semantics and Image Processing to automate processes related to work on documents. Athento helps businesses automate processes related to the capture, management, storage and delivery of documents. With Athento, a company can get the traditional functionality offered by a document management system, as well as all the functionality of a capture system; and, with modules, also cover needs of delivery, storage and BPM. For businesses, this means a significant reduction of costs and a global document management system that’s robust and integrated within their IT systems.
Athento is used by business such as the DIA Group and Leroy Merlin.


Friday, December 20, 2013

Season's Greetings, from Athento

"Christmas is not an eternal event at all, but a piece of one's home that one carries in one's heart".
Freya Stark


Tuesday, December 10, 2013

Enterprise Content Management and the Management of Life Cycles in Document (Part 2)

In the first part of this post we explained concepts such as “The life cycle of documents”, “Enterprise Content Management” and “The Phases of ECM.” 

Today, we’re going to concern ourselves with the problematic nature, for businesses, of covering the entire life cycle of documents.  
In almost each and every one of the phases of the life cycle of content, there are one or more disciplines (and a series of software tools and technologies) that help with the management of all of this unstructured information.

Life cycle stage Disciplines and  software subsystems
Capture Capture
Manage Document Management
Web Content Management
Digital Asset Management
Email Management - Mailroom
Business Process Management
Store File systems
Data Warehouse
Preserve Electronic Records Management
Deliver Organization and access to information
Enterprise Search

As you can see in the previous table, in order to cover the entire life cycle of content in an organization, many software subsystems are used. This is a complex reality which usually requires a large amount of investment in technological infrastructure and which presents the enormous difficulty of being able to integrate all of these systems to get real use out of the information in documents. 

This graphic from the AIIM shows us how all of these software sub-systems fit together in a global system of Enterprise Content Management: 

AIIM - ECM Roadmap


Wednesday, December 4, 2013

Business Process Management, Document Management and Document Capture

I wanted to begin this post by thanking our partner Digitex for sharing their experience with Athento with us yesterday, and by thanking the dozens of participants who joined us yesterday, in spite of the mixup with the time. It’s always a joy to see how Athento’s webinars fill up.

Right: let’s get to the subject at hand. Today, I’d like to share the presentation that we used in yesterday’s webinar. For those of you who weren’t with us, I’ll provide you with a quick summary of the case study that we presented yesterday. 

Client: Insurance and Work Safety Administrators, Colombia. 

In accordance with the Colombian labor system, a company like this mainly focuses on:

  • Affiliating workers to the Work Safety System.
  • Collect the contributions of workers in the System.
  • Guarantees that affiliated workers will be able to access health care services.
  • Carry out workplace safety and accident prevention programs.
Businesses in Colombia then select an insurance company that offers these programs, and pay the insurers to cover the health needs of their workers when there are work-related incidents. That means that any worker who suffers an accident or illness related to work has his or her medical expenses covered by this kind of insurance company.
These insurers, however, don’t provide health services directly: they work with a network of health care providers who provide services related to:

  • providing medical, surgical and therapeutic assistance
  • hospital stays
  • dental care
  • supplying medication
  • diagnostic services, etc.
So, to sum up, a worker who’s covered by one of these insurance companies and who has an accident goes to a clinic that’s authorized by his insurer and receives the necessary medical treatment.

These health care facilities certainly don’t work for free: after the worker receives treatment, the facility then generates an invoice to be paid by the insurer.

Problem: A large number of invoices need to be processed, and there needs to be guarantees that the invoiced amounts for the insurance company meet certain pre-established fees. This involves arduous, expensive manual labor; the idea was to automate the process.

Solution:  Design a system that unites document management, capture and account auditing. The Digitex Group, experts in Business Process Management, designed a system that worked in the following way: 

  1. Digitizing invoices: Invoices can either be medical or for services.
  2. Data Extraction: Athento’s capture module extracts the necessary information (service provider, amounts, etc.) from the invoices.
  3. Sending data to Auditing application: Using web services, the capture application is connected to the Auditing application, to incorporate the invoices, and the data extracted from them. 
  4. Auditing, approval for payment or withheld: The Auditing application developed by Digitex is in charge of applying rules to decide if the companies providing services are charging the correct amounts. If so, payment is approved. If not, “withholding” documents are generated that show the justifications for, and explain the reasons why, payment was rejected.
As this process is taking place, invoices are stored for safekeeping in Athento’s document management module.


Tuesday, December 3, 2013

Infographic: The Universe of File Sync and File Sharing

Good day, everyone!

We’ve been very busy trying to fulfill a promise. Do you remember how, a few months back, we began a study on applications such as Box, Dropbox or Google Drive? We promised to share the results of the study in an infographic format, and today, we can say that it’s been worth the wait.

The results:

With this study, we’ve learned facts such as these:

  • Users prefer to use these applications to store their work documents (95%), though a large number of the people who were polled also use them to store personal files. (77%).
  • The main reason why information workers use these applications is that “it allows them to access their documents from any device” (87.18%).
Regarding use of these applications, compared to ECM software:

  • If their businesses obtained an ECM system, 64% of these users would continue to use File-Sync and File-Sharing applications.
  • Only 7% say that, in that case, they’d stop using them.
Are these applications mature enough for the enterprise market (to meet the needs of businesses)?

  • 79.5% believe that using these applications would create organization problems.
  • 53.85% worry about the safety of their information when they use these systems.
Information workers still expect a lot more from these applications:

  • Some 64% would like it if these applications would automatically classify their documents. (Good news: Athento with Dropbox already does that!)
  • More than half of respondents would like these applications to give them more information about their documents and that they could be synchronized with their ECM systems.
 So, without further ado, let’s move to the infographic. If you’re having problems seeing the infographic from the blog page, you can also see it by clicking here