Posts Tagged 'Document Management'

European Distributor Automates Order Processing with Enterprise Fax and Content Management Solution

Cito Benelux® B.V. based in the Netherlands, is a subsidiary of Phoenix Contact and Rittal – global manufacturers headquartered in Germany. Cito Benelux distributes industrial electrical and electrical components as well as enclosure and housing technologies from the parent companies to offices across the Benelux region.  Managing orders is the most important and urgent business process for Cito Benelux. The company receives more than 600 orders per day for electronic components and packaging; close to 70 percent, or 500, of those orders are sent to the company via fax.

Faxes arrived on the machines and were printed on paper. Every five minutes an employee picked up the faxes and delivered them to those responsible for entering orders into the Baan ERP (Enterprise Resource Planning) system by hand.  It took about an hour to take orders from fax arrival to entry into the ERP system.  In the orders process, hours or minutes can mean the difference between on-time deliveries.  Mistakes could mean a lost order or double order and double delivery of goods. 

Thanks to SecureComm in the Netherlands and an integrated system including Open Text’s Fax Server, RightFax Edition (with Microsoft Exchange module), Open Text Document Server, Alchemy Edition (with Web module) and Open Text Professional Services, Cito Benelux has been able to automate and optimize order processing – from hours to seconds.

Read the full Cito Benelux case study. (PDF format)

For additional product information please visit SecureComm or
contact  Matthijs Hols on +31 10 519 1466.


Ricoh to Offer Open Text’s Document Server, Alchemy Edition Solution, Targeting Healthcare Customers

Enterprise Content Management Software to Augment Business Processes and Compliance Initiatives for the Healthcare Market

West Caldwell, NJ, January 6, 2010 Ricoh Americas Corporation, a leading provider of digital office equipment, today announced that it will resell Open Text’s Document Server, Alchemy Edition[1], to the Ricoh channel through the Ricoh Independent Solutions Vendor Program (RiSVP).  Open Text Document Server, Alchemy Edition is a document management software solution that enables organizations to capture, store and manage business critical documents.  By combining the flexibility of distributed capture with the security of centralized document management, organizations such as those within healthcare benefit through improved document delivery and compliance support from an end-to-end on premise solution that provides a structured home for documents throughout their entire lifecycle.

“We are excited by the continued expansion of our partnership with Ricoh as it provides great value and benefits to Ricoh’s healthcare customers. Now, with Open Text Document Server, Ricoh customers have access to a high value and cost effective document imaging and archiving solution,” said Matthew Brine, vice president of Fax and Document Distribution solutions at Open Text.

Document Server enables its users to gain increasing value from their Ricoh multifunction product (MFP) investment by harnessing the flexibility of a distributed document capture model in the workplace combined with a centralized, secure and auditable document repository.  This solution operates alongside users’ existing work environment, allowing them to work with Document Server using the tools and applications with which they are most familiar.   Document Server offers seamless integration with Windows Explorer enabling users to access documents through a simple drive letter. Microsoft Office users can work with documents stored in Document Server without leaving Word, PowerPoint, Excel or any of their other desktop productivity tools. Remote users simply need access to Internet Explorer and power users can take advantage of extended capabilities found in the Document Server desktop clients. 

“Together with Open Text, we are committed to providing healthcare customers with best-in-class document management solutions that enhance their core business processes,” said Joyce Ouellette, director, solution marketing, Ricoh Americas Corporation. “With our scalable and robust solutions, healthcare customers will quickly realize productivity gains as well as comply with regulatory requirements within their business environment.”

Ricoh recognized the MFP would become the focal point of all business equipment and blazed a path to provide an open architecture platform to expand the products usefulness.  Through our patented “Embedded Software Architecture” (ESA), developers have utilized the most extensive tool offering in the industry to create unique solutions, which have far exceeded customer expectations.  Developers enjoy a wide range of individualized support options that have allowed them to reduce development costs by speeding up the development process.  Customers have benefited from ESA through productivity increases and the use of existing technology to solve the ever-changing myriad of business challenges.  Ricoh’s MFP’s running ESA have evolved from merely printing, scanning and faxing to providing end users with the profound realization they have truly purchased a full service business center.

About Open Text

Open Text, an enterprise software company and leader in enterprise content management, helps organizations manage and gain the true value of their business content. Open Text brings two decades of expertise supporting 50 million users in 114 countries. Working with our customers and partners, we bring together leading Content Experts to help organizations capture and preserve corporate memory, increase brand equity, automate processes, mitigate risk, manage compliance and improve competitiveness. For more information, visit or


About Ricoh Independent Solutions Vendor Program

One of three Ricoh Alliance programs, RiSVP, developed in cooperation with Ricoh solution partners and Ricoh’s direct and dealer channels, focuses on two key areas: expansion of channel marketing opportunities for RiSVP members and simplifying solution access for Ricoh sales channels. By providing RiSVP member products directly from Ricoh, the direct and dealer channels have more opportunities for new revenue growth combined and simplified sales operations. In turn, RiSVP members enjoy faster and greater financial return on the investments they have made in developing solutions that when combined with Ricoh’s award-winning product portfolio address customers’ key concerns. For more information, visit

About Ricoh Americas Corporation 

Ricoh Americas Corporation, headquartered in West Caldwell, N.J., is a subsidiary of Ricoh Company Ltd., the 73-year-old leading supplier of office automation equipment and electronics, with fiscal year 2008 sales in excess of $20 billion.

Ricoh Americas Corporation is a leading provider of document solutions. Ricoh’s fully integrated hardware and software products help businesses share information efficiently and effectively by enabling customers to control the input, management and output of documents.

Ricoh Americas Corporation directly or through its network of authorized dealers markets and distributes products in North, Central and South America.


All referenced product names are the trademarks of their respective companies.

 [1]  Open Text’s acclaimed Enterprise Content Management Solutions, including Document Server, have been positioned in the Leaders quadrant of the Gartner 2009 Magic Quadrant for Enterprise Content Management, based on the company’s ability to execute and its completeness of vision.

Learn From The Top

Yesterday the Associated Press reported on some twenty two million e-mails that had been lost by the White House during the Bush administration and, part of the Obama administration. The article can be found at:

Issues relating to e-mail archival reportedly go back several years with Microsoft being called in at some point in 2003 to help with the recovery. The issue became publicly known in 2006 as part of the investigation into the outing of CIA operative Valerie Plame. The report suggests that the White House was aware of the need for an appropriate records keeping system but for whatever reason chose to do nothing.

It would be extremely easy to castigate the White House for their failings surrounding their records keeping but how many other organizations are in the same boat today? Let’s also consider the larger matter of “information management”.  This article is focusing on a case relating to e-mail archival.  The reality is that e-mail is just one form of communication and documentation that needs to be brought under control.  How quickly can most companies produce  faxes, scanned documents, word processing files, spreadsheets, presentations, computer generated reports or a litany of other document types should they be mandated to do so?

There are several lessons we can learn for a story like this. The first is that anyone can find themselves in a situation where not being able to produce information can be potentially fatal to their operation. This matter is not solely the preserve of public companies.  Whether it’s an IRS auditor or, a discovery request from the legal counsel of an ex-employee, customer, partner or vendor, saying “sorry, can’t find them” rarely provides the fast track to a positive outcome. 

The second lesson is, don’t wait! Ask anyone who has adopted a formal document/e-mail/records management strategy and they will tell you how much extra effort is involved in getting the historical “back file” data into the repository.  Your back file may consist of boxes in a warehouse, folders that live on the floors of offices throughout the building or “that place where Diane takes the old files”. If you have a substantial back file, decide on how you are going to incorporate those records into the solution or, define a process for working with them outside of the system. Avoid a situation where information access is a breeze – providing you are looking for records created after 2008.

Lastly, consider the ramifications of doing nothing.  Doing nothing is the largest competitor to any software sale and the silent enemy of the end-user.  What would the grand total come to for lost business, reputation damage, legal fees, court fines and, settlements? You may not be the White House but your house is the most important house.  Spend the time to understand what controls you have in place to effectively archive and protect the information that runs your business.

We have published a new streamline guide related to document repository issues.  You can download it here for free.

Written by Darren Boynton with Open Text’s Fax & Document Distribution Group.

Fax Archiving: How to Flatten Mountains of Paper and Give Your Fax Server a Holiday Gift

With the holidays just around the corner we find the amount of mail we receive sky-rocketing. From greetings cards to catalogs and brochures, it’s not long before the paper mountain starts taking shape. Depending on where you live in the world your own letterbox maybe a slot in the front door or, a box outside your home or, on the street.  These designs have been around for years and continue to serve as a dependable way for homes to collect their mail. The common mailbox however, was never designed to act as a long term storage area for mail. Depending on your own particular model they either become full or, prevent you from being able to open your front door.  For most of us this never becomes an issue as we continue to use a tried and tested process to manage our mail.  This process normally involves removing the mail from the collection point, distributing items to particular people in the household and recycling those pieces we no longer need.  When managing e-mail we adopt similar processes that enable us to store and manage emails away from the server. So why do so many companies continue to burden their fax servers with the long term accumulation of faxes at the point of capture? While the prospect of succumbing to a lethal avalanche of kitchenware catalogs is unlikely, mistaking your fax server for a document repository can have some negative effects of its own.

Compliance Considerations

Let’s talk about compliance for a minute. Compliance may be a term that many of us have become anesthetized to, but the fact remains that non-compliance can be costly and potentially fatal to a business.  Whether compliance relates to specific regulations, audit requests or legal discovery, a company’s ability to provide faxes related to a given transaction, process or case can mean the difference between a negligible business interruption and operational standstill. Unfortunately, solutions for compliance only reach the top of an organization’s priority list once they find themselves subject to fines and legal action, by which point it’s often too late.  (We have published a new white paper on how fax servers are critical for compliance efforts.)

Efficiently Managing and Archiving  Fax Documents

Compliance aside, there are other reasons that should motivate an organization to transition documents away from the fax server and into a secure, searchable and auditable repository. How a business categorizes its faxes impacts how usable and “findable” those faxes becomes in the future.  By leaving documents on the fax server we are essentially categorizing information by fax recipient. So what happens when an employee takes on a new position or separates from the organization? Given the volume of faxes that can be received each day how quickly can we really find that individual fax that references the customer account number solely in the body of the document? Searching for faxes in these scenarios can quickly become distracting and more importantly, expensive.  It’s also worth considering that not having the right information to hand can quickly result in an organization finding itself at a strategic disadvantage in negotiations and business conflicts.

Just like that trusty mail box and the corporate e-mail server, the fax server was never designed to act as a long term repository so, relying on it to sort, manage, secure and share documents is a strategy we might all consider avoiding. One strategy worth considering however is that of fax archiving. Fax archives not only provide a long term storage solution for fax documents but also dramatically increase the value of the faxes themselves.  By attaching a document archive they are quickly able to:

  • Create secure repositories for fax storage
  • Audit document access and usage by user
  • Use OCR to extract text from fax images, making them highly searchable
  • Age, retain and dispose of faxes according to company policy or regulation
  • Share fax documents across the organization
  • Make documents accessible in Microsoft SharePoint and across the web
  • Relate faxes to other business documents
  • Create and distribute offline fax archives to third parties
  • Refocus Open Text Fax Server, RightFax Edition on executing fax capture and management processes versus fax storage

Many Open Text Fax Server, RightFax Edition users pair Open Text Document Server, Alchemy Edition with their fax server.  To decide if your organization will benefit from implementing a fax archive, ask yourself the following questions:

  • Could your company ever find itself having to fulfill requests to provide fax documents to a third party such as an auditor, legal counsel or regulatory body?
  • Are your faxes subject to regulations or policies that dictate their retention and/or disposition?
  • Do faxes need to be shared amongst users in order to execute or support a business process?

If you answered YES to one or more of these questions you might consider attaching a document archive to your fax server. For a datasheet on Open Text Document Server, Alchemy Edition visit here.

We also have an updated overview on the Document Server, Alchemy Edition Connector for Fax Server, RightFax Edition available here.

Written by Darren Boynton with the Open Text Fax and Document Distribution Group.

Tackling Invoice Processing with Open Text Document Server, Alchemy Edition

Paying invoices in inevitable. The way in which organizations pay invoices today wildly differs. While most companies have a formalized or semi-formalized method to approve and pay invoices, these methods often fall victim to missing documents and delays in user execution. These inefficiencies can create cash flow issues, credit problems, missed opportunities for vendor discounts and potentially, an inability to effectively pass audits. By utilizing Open Text Document Server, Alchemy Edition, businesses can capture and store invoices and their related documents, enabling users to centrally access these documents in a secure and managed environment. This article explores a few of the challenges our AP departments face every day and introduces a cost effective solution for companies looking to keep on top of their back office processes.

The Challenge

Invoice processing is a critical operation and extremely document intensive, relying on paper from multiple sources arriving through a variety of delivery channels. In an unmanaged, manual environment it can become extremely challenging for AP Clerks to track documents related to a specific invoice. Missing documents prevent users from effectively reconciling invoices, purchases orders, packing slips and other items required to process an invoice. In cases where all the documents are present, workers are still required to walk the paper from desk to desk in order for an invoice to be approved or disputed.

So my invoice process is inefficient – does it really matter?

Inefficiencies in processing invoices leads your organization to not only miss out on valuable early payment discounts from the vendor but also opens you up to late fees and may, block you ability to accurately contest invoices from vendors. This situation will not only adversely affect cash flow but often leads to strained relationships with vendors resulting in unfavorable credit terms. In today’s economy paying late often means paying more. If your business exists in a regulated industry, struggles to verify transactions related to company operations may open the door to increased risk of imposed business restrictions, fines, and even legal action.

Open Text Document Server, Alchemy Edition – Capture, share and process invoices securely

Open Text Document Server, Alchemy Edition enables organizations to capture and store invoices along with other documents relating to the transaction. Invoices can be automatically delivered to secure repositories structured by vendor, department, cost center, in fact any model adopted by the AP department.  Documents can be viewed, annotated, transitioned to the next stage in the invoice approval process, filed for dispute or sent to management for payment authorization. Document Server is easy to configure, enabling users to work with a solution that mimics their manual environment without the traditional bottle necks and choke points.  Documents can be accessed across the web or distributed using any kind of removable media meaning those involved in the process can participate through a variety of channels.

What this means for you

Organizations who streamline their invoice processing operation with Document Server can reduce the costs associated with managing vendor payments. The cost to process each invoice will significantly drop as the time and expense involved with validating and routing invoices and associated documents is slashed. Working with a central view of all the documents relating to specific transaction allows the business to swiftly contest incorrect invoices, avoiding needless overpayments. From a compliance perspective, organizations will be able to accurately support all financial reporting with their ability to locate those supporting documents in a few simple clicks.

Invoice Processing is one example of how Open Text Document Server, Alchemy Edition enables businesses to transform document intensive operations and reduce operating costs.  To find out more about Document Server contact Open Text or one of our global partners.

We have a web demo on Open Text Document Server, Alchemy Edition (formerly Captaris Alchemy) located here.

Written by Darren Boynton with Open Text’s Fax and Document Distribution Group.  (Formerly Captaris)

RSS Open Text Fax & Document Distribution Group

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