Information experts for Cross Sector organizations
The pressure on Cross Sector companies to generate short term success and to have a clear competitive advantage increases every year. Luckily, a possible solution is not too far off. Just start thinking about all the paper in your organization. People are manually handling paper documents every day, storing them into a physical archive and having trouble finding the right document. Imagine that all these paper business documents are digital, storage costs are being cut and people can focus on their core role. A clear win-win right?
We have built practical solutions for the digital management of all available information in Cross Sector organizations. Our practical experience and understanding of all sorts of sectors makes it possible to combine some of these solutions into easy to implement document management products and services.
Automate your mailroom
The first step in this digital transformation process is starting with where the information (being it on paper or digital) arrives in the organization. The mailroom is that critical point and automation of incoming information is getting more and more compulsory today. A Digital Mailroom is a Cross Sector solution that automatically processes incoming paper and digital mail documents and sends them to the right recipient at the right time. You will get a clear overview of all incoming messages and employees can focus on their core role: being able to react faster and deliver better service to the customers.
Time is money
The benefits for automated workflows and digital archiving are evident but at the same time the increased efficiency of managing your invoices gives Cross Sector companies quite a competitive advantage. Often this still happens manually which is labour- and time intensive
Start with e-invoicing and save a lot of time by managing your financial documents (invoices, credit notes, …) electronically. No more human error due to manual handling and no more long validation and approval procedures. All financial documents are automatically and intuitively organized and accessible to the right person 24/7 due to specific permissions, roles, groups and authenticated access. It also becomes easier to follow-up on unpaid invoices and generate on-time payments.
Digitize and secure your archives
The next question you need to ask yourself is if you have a lot of paper information within your organization and if you can access or find the right document right away? By preserving all of your information in a Digital Archive, you will be able to efficiently manage and access the information from anywhere at any time. Your digital files are readable in the long term, even if the creation application is obsolete.
This secure way of storing your information makes it possible to easily detect PII and sensitive data to be conform with tight regulations like the GDPR. But what if you are a Cross Sector organization that wants to exchange digital documents across borders and at the same time wants to protect the information within these files? To increase security and trust you can add a Digital Seal with timestamp to your digitally archived documents. It ensures that you can get rid of the original file on paper and serve it as legal proof in court. This is a must for Cross Sector companies who want to turn into a fully digital enterprise and want to lower their paper and archiving costs.
Migration without any downtime
You are a Cross Sector organization and want to retire legacy applications but are not looking forward to the migration of your valuable data to a new system or environment (e.g. Documentum)? Let our team of specialists handle it. Our migration tool called SyncServer guarantees highly automated and large volume document migrations without interrupting your normal business operations. This will lead to less maintenance costs and will make your users happy again.
Solutions
CMA CGM
Arcelor Mittal
Delhaize
Deme
Jan De Nul
Partena
Proximus
TAI
The Rezidor
Thomas Cook
Xerox
CFE
Application Retirement
Application retirement is the dream of every CIO: getting rid of old/obsolete/unused applications while being able to conserve the information contained within. This delivers immediate and measurable (financial) results by avoiding maintenance efforts and cost.
The main challenge within application retirement is the extraction flow. Structured and unstructured information is retrieved from the source application and inserted into the digital archive. This information will nearly always need to be transformed into a format that is time-resistant, i.e. remains readable for a long period of time.
At Docbyte we have built our own document transformation platform to deal with this challenge. This tool makes the transformation from source to target format a matter of configuration and not a matter of frustration.
Back-Up
Taking a backup is easy and taking a good backup is a little harder. Making sure it can be restored is even harder but the biggest challenge of all is assuring a comprehensive, effective and complete backup strategy is in place.
It’s never a good time to take an IT system offline for a backup. During this process an average business loses between €70.000 and €90.000 for every hour of IT system downtime. With our help you are able to mitigate and even eliminate planned downtime of your system by performing hot, consistent backups of the entire application.
Our team has years of experience in dealing with the challenges of large volume backups. Using the appropriate tools, we can enable hot backups as well as granular backups and restore. The end result is a well-managed backup approach that covers all your data and gives you peace of mind.
Hosting Services
Our hosting services are about managed services:
- The Docbyte customer success team takes care of your environment;
- Assures the availability and accessibility of your applications;
- and sets up the necessary backup and monitoring processes.
We may deliver these services in a traditional hosting model, i.e. secured and using a dedicated VPN to connect to your site, or even in your own datacenter.
Migration Services
Performance Monitoring
Monitoring your EIM environment is a matter of good management. It is about detecting actual issues and/or predicting possible incidents. Monitoring can be performed at different levels, either technical or business-oriented, depending on the needs of your organization.
Traditionally, the first step in monitoring will focus on the systems in your environment:
- Are systems running?
- Do they respond with the expected answer on the predefined ports?
- What is the CPU load?
- What is the memory usage?
- Is disk space OK?
However, organizations increasingly perform process monitoring as a means to improve their service to the business users and by keeping an eye on the behavior of processes and by warning users when they lock up or take too long.
The final level of monitoring focuses on performance and actually measuring the response time of application/architecture components and setting them against the expected behavior. This level permits the IT team to intervene before a real problem develops, keeping user satisfaction high.
The Docbyte customer success team is highly experienced with setting up monitoring for EIM environments and with using the right tools for each of the monitoring aspects. In addition to automated monitoring, we also offer monitoring services: in this case environment components are regularly verified and checked for good behavior.
