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FileNet

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    Buying a Data Capture or Document Management System on Price Alone Can be Dangerous to the Health of Your Business

    White Paper: Data Capture and Document Management Systems – 10 Tips and Information Nuggets That Will Save You Time, Money, and Hair

    Tip 1: Buying a Data Capture or Document Management System on Price Alone Can be Dangerous to the Health of Your Business
    by Joe Hill 


    Today's economy has everyone, consumers and businesses alike, pinching their pennies; only spending when absolutely necessary. Everyone is watching their cash, regardless of the size of the purchase. And technology products are not immune to the economic downturn or purchasing behaviors of consumers or businesses either. But letting today's down economy drive a long term business decision, such as buying a data capture or document management system, could leave you in an unhealthy position when the economy turns around. For example, you may be tempted to purchase a cheaper document management system now that just meets your present needs with your current volumes but doesn't scale well or have advanced features like workflow. In that case we caution 'Buyer beware'. Because in one to two years you may be stuck trying to explain to management and users why your system can't handle the increase in volume or why you can't make the business more efficient because your system doesn't have advanced web enabled capabilities and business process management functionality.

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    Choosing the Right Image Resolution – Part 1

    White Paper: Data Capture and Document Management Systems - 10 Tips and Information Nuggets That Will Save You Time, Money, and Hair

    Choosing the Right Image Resolution – Part 1
    by Travis Spangler


    When you think of the word 'resolution' what do you think of? Maybe you think of New Year's resolutions, or maybe you think of resolution in the context of business law or mathematics. Or maybe you think about the British royal navy ships built in the 1600's and 1700's that bore the name of HMS Resolution. However, for the capture and document management world, most of us usually think of resolution in conjunction with image measurement which describes the detail an image holds. Simply stated, a higher resolution means more image detail. But determining how much detail is enough and understanding that there are trade-offs between detail, costs, and system performance are important points to consider when you are dealing with data capture and integrated document management systems.
    Typically measured in DPI (Dots per Inch), resolution is a measure of how many pixels are contained in a given inch of linear space. A pixel is a single point in an image composed of varying values of red, green and blue. To put it simply, a pixel is one point of color. For example, a 300x300 DPI image will contain 300 pixels each horizontally and vertically for a total of 90,000 pixels per square inch of image. The higher the pixel density, or DPI, of an image, the more detail that image contains and generally speaking the better it will look. As a side note, it can be easy to confuse DPI with image size, such as the numbers often expressed for computer displays. A 1024x768 computer display is not an expression of its resolution, but rather the total number of pixels in the display.
    But enough of the technical image resolution jargon. What does all of this mean to you and your scanning operation? Well, it means that determining the proper image resolution is not straight forward and that there are several things to consider: storage sizing, accuracy of processes such as Optical Character Recognition (OCR), document transmittal time, scanning time, and end user viewing quality. With each of these factors affecting the other it can be difficult to strike a balance.

  • Conversion / Migration

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    UFC's Document Migration Services

    UFC®, Inc. has a vast amount of experience in document migrations from one ECM (enterprise content management) platform to another, or just to a database or file system while you determine the next steps. Our professional services staff has engineers that are intimately familiar with a variety of enterprise content management systems and we understand how to quickly convert the content to other platforms. Our team follows a structured migration process that is proven and reliable. No doubt, a document conversion project is a serious consulting engagement.  Rather than send the customary "AOC" (army of consultants) preferred by our competitors, you will work with one skilled developer during the entire migration process. UFC has successfully migrated many millions of documents. 

    Consider How UFC Can Complete Your Migration Project

    We can:

    • Migrate documents and metadata out of FileNet Content Services
    • Migrate out of or into Oracle Web Center Content or Oracle IPM
    • Migrate out of FileNet Image Services to FileNet P8 or any other ECM
    • Migrate out of any other ECM as long as your supply the ECM API's

    A Proven Solution

    UFC has successfully migrated tens of millions of documents. We developed this process over a ten year period and would be glad to provide you references from our customers. We will work with you to develop and document a methodology, and then work with you to conduct the migration.  

    Some of Our Conversion Experience:

    • Multinational oil and gas services company in Houston: FileNet Image Services to FileNet P8, 6 M documents migrated during 2007.
    • Multinational oil and gas services company in Houston: FileNet Image Services to FileNet P8, 2.5 M documents migrated during 2009.
    • Multinational gas services company in South Dakota: FileNet Image Manager to FileNet P8, 6 M documents during 2010.
    • Regional banking customer in the US: FileNet Content Services to file directory system and XML awaiting new repository.  This job is currently is process, estimated at 4.5M+ documents.

     Consider what could go wrong and please don't underestimate the scope of any migration project. 

    Consider What Could Go Wrong

    Consider the following scenario. Five years after you did your migration from FileNet Content Services to Oracle Web Center Content a user contacted the help desk saying that they were missing a document from their legal documents class.  They explained that they were responding to a litigation request for a document that was created around the same time as your migration.  To your horror you realize that this document was stored on the old Content Services system during the critical transition period to the Oracle platform but was never migrated off of FileNet.  That wouldn't be a problem because you kept a backup. But it's been five years since you loaded Content Services on a server and the backup you created wasn't a virtual machine (why not?).  So now you will need to load Content Services but it's not support on Windows Server 2016 (or whatever) so you will need to located a copy of Windows Server 2008.  But there's another problem.  You no longer have a support contract for your FileNet system, so now you are on your own.  Can you get it going and find the missing documents?  Did you save the documents in a generation data group such that nothing got overwritten? 

    Your boss came to you with some questions, since the person that did the original migration left the company three years ago.  Did you keep a record or all documents that were moved, when they were moved, and was there any sort of validation performed to verify that they were moved?  What was your process for migrating documents during the cut to the new ECM?  How were backups done during the transition period, and why wasn't a virtual machine created of the server?  Are you willing to testify on this case in court next month if certain documents cannot be located? Are there any copies of the paper documents in existence, and what about the related documents that were originally linked in the metadata? 

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    How to Calculate an ROI for a Document Management System

    White Paper: Data Capture and Document Management Systems - 10 Tips and Information Nuggets That Will Save You Time, Money, and Hair

    How to Calculate an ROI for a Document Management System

    By Jim Hill

    Most people in the business world know that ROI stands for Return on Investment. In its simplest terms it means "what am I going to get in terms of a return for money that I am about to spend". And every business and person, for that matter, wants to know what they are going to get in return for spending money. But sometimes trying to put together a project's ROI can seem like a daunting task. For that reason, we are providing at the end of this article a simple ROI calculator that you can use. It's as simple as going to our website and obtaining it.

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    Understanding and Effectively Using Document Indexing In Document Capture Software

    White Paper: Document Capture and Document Management Systems - 10 Tips and Information Nuggets That Will Save You Time, Money, and Hair

    Understanding and Effectively Using Document Indexing In Document Capture Software
    By Joe Hill, CTO


    All of us, at one time or another have been frustrated looking for documents that we know we filed in a safe place on our computer but could not find them. Or maybe you have experienced the frustration of looking for some document that had data or information in it that you wanted to recover or use again and couldn't because you could not recall where the document, article, or file was located that contained the information. Those frustrations can be largely eliminated through web based scanning and using effective document indexing in a content management system,. But there is more behind the document indexing curtain than one may first imagine and pulling back the curtain can expose opportunities and challenges.

  • Why Southern Star Gas Uses Quillix Capture

    When Southern Star Consolidated Gas needed a document capture application for their company they chose Quillix. The document capture software application processes scanned and electronic documents and commits them to FileNet through the MuWave QSX for FileNet. The system includes an engine which automatically creates barcode sheets for the separation of documents and batches called MuWave Barcode Generator