CNG Blog

It is now possible for small and medium-sized firms to achieve levels of application integration historically reserved for large practices with deep IT pockets. Specifically, how an EDMS can be integrated with other core firm applications to drive efficiency and manage IT costs.

One of the bigger problems firms face is the need to enter the same data more than once to satisfy the requirements of different software applications such as a case management system or an accounting software package. Frequently these applications do not communicate data with each other. As a result, data is entered twice, which take additional time and increases the possibility of data entry errors.

Another significant problem is learning new software applications. Most firms find it difficult to spare employee time to learn new software applications. Cabinet NG has developed two modules, Synchronizer and Retriever that provide the advantages of using an integrated EDMS. In addition, Synchronizer and Retriever can quickly be set up to integrate with other software applications without custom programming. As a result, Synchronizer and Retriever make the investment in an EDMS much easier to justify than deploying a non-integrated document management solution.

Synchronizer is an add-on module for the CNG-SAFE EDMS. Synchronizer can be used to automatically read the data from the case management system and create a folder for each case in the case cabinet. The same thing could be accomplished with almost any software package. This defeats the problem associated with entering data more than once and ensures the data is the same in both systems.

Retriever is a Windows and/or Web based application that connects CNG-SAFE with other software applications. One example would be for Retriever to be connected to a case management application and provide a way to immediately access all the documents associated with the information being displayed in the case management application.

A complete whitepaper on Out-of-the-Box integration is available at http://www.cabinetng.com/white-papers/out-of-the-box_integration.php

Before we get in too deep with the technology side of searching for documents, it is important to review how businesses perform routine document searches. Most businesses today store documents across three or four separate locations: centralized paper-based file cabinets, paper-based file cabinets in employee’s offices, folders on shared server drives, and local desktop hard drives. As a result, multiple searches are often required when the exact location of a document is unknown. This is especially true when the person who created or filed the document is unavailable. Most companies try to centralize all filing to a single file room and a server, eliminating storing of business documents on local hard drives and file cabinets in people’s offices. This is usually the first step toward making the transition to an Electronic Document Management System (EDMS).

Finding the Case File
This is a real life example that may sound all to familiar. Your legal assistant (Pat) receives an urgent inquiry from an insurance company requesting a document from a specific case record. Here is the process:

1. Pat goes to the case file cabinet.
2. Assuming the last person to use that folder replaced it in the correct location, Pat pulls that folder.
3. Pat takes the folder to the copy room and faxes the necessary document to the insurance company.
4. Pat returns to the file cabinet.
5. Pat re-files the folder in the correct location (hopefully).
6. Pat returns to office and resumes work.

If this sounds like a dream sequence from a Hollywood film, then you have figured out in real life, the retrieval process never goes this smoothly. There are countless speed bumps that inevitably appear throughout this process. And it starts before we even get to Step 1. Pat gets another call or someone walks into Pat’s office and the trip to the file cabinet gets delayed, if not forgotten.

What are some other speed bumps? Here are a few of the classics:

• Pat can’t find the cabinet key.
• Pat spends time searching for the folder and can’t find it. Someone else has it out or has misfiled it.
• Pat runs into Sandy and they have a cup of coffee and discuss important business matters and maybe the movie they saw over the weekend.
• Pat lays the folder down in the copy room and gets distracted. A disgruntled employee takes the folder and discovers private information. Mayhem and legal action ensue.
• Pat makes it back to the file cabinet unscathed, but accidentally misfiles the folder, making it impossible for the next person to find.
• Pat forgets the original objective of the trip to the file cabinet and returns to her desk.

With an EDMS, Pat asks the insurance examiner for some piece of pertinent information, claim number, case number, etc. – does a search for the document and faxes it straight from her desk all while still on the phone with the representative.

Search Methodologies

There are a variety of ways to search for electronic documents. Most EDMS use one or more of the following:

• structural search
• keyword and/or metadata search
• full text search

Structural Search

Structural search is the method most closely related to the file cabinet, file folder approach because it relies on a consistent, hierarchical and controlled structure for storing documents. The best systems are able to emulate the physical filing world to make the transition to EDMS more seamless for people who are accustomed to working with file cabinets, folders, index tabs, documents and even paper-clipped or stapled documents. So now Pat can log in to the case cabinet, find and open a folder, identify the required document and even email, fax or print the document while the insurance company representative is still on the phone.

Keyword and Document Title Search

An EDMS allows users to index documents with a title and keywords. Those words can be entered later in a search field and a list of documents associated with these words will be presented. The more words associated with a document the more specific the searches that can be performed. The fewer words, the more likely you would receive a longer list of documents returned by the search. So if Pat needs to find all insurance documents for All Farmer’s insurance in all case folders, this is simple to do with a keyword search. Unique words in a document title or keyword can be used to produce very narrow searches. For example, searching for a specific invoice number from a specific vendor in the title of a document could result in immediately locating a single document.

Full Text Search

Full Text Search (FTS) is yet another way to search for a document. FTS involves looking for a document based on a word or phrase that may be contained within. For example, if Pat wants to find all documents in the electronic HR cabinet which contain the phrase ‘law suit’ FTS would be very useful.

FTS first and foremost requires that documents contain text. An EDMS that provides full text search indexes the text contained in all the documents within a database. As documents are filed and indexed, they become searchable using the EDMS FTS feature. This is a straightforward process for documents like emails, MS Word®, MS Excel® and other text-based documents. However, scanned documents do not contain text (a scanned document is an image) so they must be converted to a format that contains text and is searchable (i.e. searchable pdf). This type of search allows Pat to search all records for a particular case reference or other specific words used within the document. This is akin to having Google search your entire case history content.

A complete whitepaper on searching is available at http://www.cabinetng.com/white-papers/document_search_methodologies.php

There are many benefits to using an Electronic Document Management System(EDMS) in your business. Over the next month or so we’ll post an article on the top 5 plus a bonus benefit. All of these have to do with making you company more efficient.

One of the largest benefits to using an EDMS is the ability to access documents at any time from your computer. No more running back and forth to the file cabinet or asking an assistant to track down a relevant file or document. Think of the time savings that can be felt across a firm when it only takes seconds to find a document.

With instant case access two assistants can work the same case simultaneously and have access to all relevant documentation. If one assistant works the investigation, while another does medical records and a third works with the insurance companies, using an EDMS allows all three access to all of the documents at any time.

A web interface adds another layer of accessibility by allowing you to lookup your documents from any computer anywhere, so you no longer have to copy and carry around large briefcases or file folders of documents. If a client calls late or while you are out of the office, it’s simple to find the document they are asking about and answer their questions on the spot.

This secure and instant access of documents saves huge amounts of time and cuts down on call backs to clients as you can pull up documents while on the phone with them.

Using an EDMS solves the “Find that Pesky File” problem. All files are available all the time.