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Intelligent Information Management (IIM)


Intelligent Information Management (IIM) is the evolution of Enterprise Content Management (ECM) which, traditionally, revolved around the document object with little to no attention to data. 
ECM solutions also tended to use hierarchical folder like structures to store documents; the method was based on storing the document in the right place to easily find it later. 
Utilizing advanced technologies, IIM made it possible to address data in the same fashion documents were addressed. A document object is no longer the centre of operations.
Furthermore, content and data are stored based on what they are, not where they should be stored. The new method is to use descriptive tags, just like the tags used to locate music on iPhones or Android devices, to locate desired information. 
By using tags, information that traditionally might not have been readily visible using folder like structures, are now visible by tag association. As well, an object, content or data, can have multiple tags and even multiple instances of the same tag type, and thus can appear in different results lists.
IIM takes the power of information to a new level and when powered by Machine Learning and Artificial Intelligence, IIM becomes a decision-making aiding tool for end users as well as organization management. 

The key benefits of IIM are:

  • Content and Data driven.
  • Information is stored and retrieved based on “What” not “Where”.
  • Uses intelligence engines for backend processing and classification.
  • Uses any device to access, edit and find information (Desktop, Browser, Tablet, Mobile).
  • Connects to external repositories to access and search content.
  • On-Premise, Cloud and Hybrid based deployment options.
  • Easy to use and understand with minimal end user training.

IIM Components

The core foundation of an IIM solution is Information Management (Document and Data Management), the following are features and capabilities to be expected:

Version Control (Automated major version with manual Minor version control)

Extensive Security mechanisms based on Roles, Groups, Users, Processes, Documents, Data and more

Audit trails, detailed and customizable

Capture: including Imaging, Optical Character Recognition (OCR) 

Process designers: capable of depicting needed Workflows with complete control at each task

Extensive Search filtering capabilities

Integration abilities: to link with other solutions

Embedded into operational solutions such as MS Office including Outlook

Intelligent components:

  •  Intelligent Automated Capture that can extract, verify and process information based on learnt operations.
  •  Pre-built external connectors enable authorized access, search, retrieval and edit of information in external repositories.
  •  Machine Learning engines capable of learning user interactions with the solution and automating some of the tasks learnt.
  • Artificial Intelligence engines with analysis, extraction, classification, automation and information suggestion.
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Enriching an organization with the powers of an IIM solution means:

No information silos


Instant access to the latest and most accurate information available 

Leverage information for decision making and process automation


Compliance enablement


Increase user efficiency by decreasing or eliminating manual tasks time


Enable excellent customer service and response time

Allows the discovery of existing or future operational bottlenecks 

Safeguard the wealth of information within the organization 

Intelligent Capture

Intelligent Capture

Intelligent capture takes traditional capture to a completely different level by using machine learning and to a degree, artificial intelligence, to automate the capture process almost entirely.
A unique feature of intelligent capture is that it performs the same functionalities on paper and electronic documents. By enabling automated data extraction and verification on different file formats, Paper and PDF, automating certain operations, such as Invoice processing, will decrease overall operational costs, improve accuracy, improve verification time and contribute to overall profitability.

Intelligent capture can process multiple types of documents including: Invoices, Cheque Remittance, HR Forms, Loan and Mortgage document automatically and flag any discrepancies or incomplete documents for human review or verification. The solution can also be configured for human verification at different steps. The verification process allows the solution to learn more about what to handle and when to stop an automated process for human interaction.
Intelligent capture also integrates with multiple ERP systems and can produce data for ingestion into other solution in multiple data formats including CSV, XML, Text and direct feed into database tables. 

Traditional Capture

Traditional capture methods, scanning and OCR (Optical Character recognition) have been powerful capture tools for many organizations that needed transformation of their paper-based documents into electronically readable and searchable files; the technology however is limited in capabilities and used what is known as zones and anchors.
Although limited, traditional capture method are still an integral part of any Information Management solution and comes out of the box in most cases.
Our expertise in this area ranges from desktop processing of as little as 10 pages a day all the way to production level with multiple scan stations scanning 100,000+ combined pages a day including processing OCR and automated indexing.
 

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Enterprise Search

A solution that provides secure and unified view of information across diverse systems and repositories using faceted navigation, conversational search and natural language support. 

Information in content repositories, databases, network shares, websites, email servers, user desktops and more can be crawled and indexed. An authorized user can search across all repositories from a single interface.

The unified results list can then be adjusted to show information sources, filter options and many other options including content relationship for deep discovery purposes.

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Mobile ready, supports 100’s of file formats, customizable display, filtering options, advanced search functions, term highlighting, flagging, information maps and export options are some of the features available for authorized users to take advantage off.

Enterprise Search reduces the cost of finding information across the organization, increases productivity, improves decision making, all while minimizing business risks and making access to information a breeze.

Intelligent Metadata Layer (IML)

Intelligent Metadata Layer (IML) is part of an IIM solution that uses pre-built connectors to information repositories such as


Theses connectors unify searching across the enterprise and present a single customizable result list to authorized users.
Security and Access Control to information within each of the connected repositories is maintained and addressed as part of configuring the associated Connector.
Documents and/or information located in external repositories can be tagged and controlled in-place through the IIM without any need for migration. If the information is deemed of future corporate value or is part of an ongoing operation, the information can be migrated to the IIM solution. 

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The main advantages to this approach: 

  • Reduces the need for massive and costly migration projects since it allows a migrate on-demand concept and based on user needs or corporate / project requirements
  • Users can select the interface for managing documents and information, either using the IIM interface or using the familiar solution of choice
  • One location to find information across multiple repositories including existing Enterprise Content Management solutions such as OpenText or IBM
  • On-Prem, Cloud or Hybrid, Mobile ready and accessible through desktops, tablets and mobile devices (Apple and Android) 

Workflow

Workflow

Workflow is traditionally identified as a sequence of tasks that completes a specific process; the process can be fully automated or require user intervention at certain tasks.
As part of a Business Process Re-Engineering approach, Workflow automation looks at configuring the life cycle of a process using rules, pre-defined routing and level of authority to move tasks and achieve end results. 

Once defined and operational, Workflows become operational tools that: 

  • Reduces costs
  • Increase efficiency
  • Support compliance requirements
  • Improves customer service
  • Be used as an overall operations view


Available solutions can utilize:

  •  Code free routing
  • Code for specific requirement  
  • Rule and Role based routing
  • E-mail-based notification of tasks with direct information links
  • Escalation and reminders 
  • Load balancing between users/groups
  • Automating version control on information as they progress through the process
  • Right click task movement
  • Automated or inherited Security at each task
  • Tablet and Mobile devices for task processing

Intelligent Connectors

Google G Suite Connector


G Suite and Google drive have gained much popularity over the past few years and today, are used as authoring and storage tools, specially for sharing and collaboration of documents.
The G Suite connector adds IIM features, such as control, workflow, search and retrieve to the documents stored in Google drive. Users are then able to continue using the drive as they always do but enjoy the functional benefits of IIM.
Documents in Google drive can have Metadata fields (tags) and those tags allow sorting and organizing content by any of the tagged attributes. Those tags can also be used to automate notifications and send documents on workflows.
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Microsoft Connectors 


Organizations today rely on multiple Microsoft solutions for creating, storing and sharing information and documents. While those solutions are great at what they are intended to do, IIM is not at the core of their operations.
The connectors to Microsoft:
             • Windows Explorer
              • OneDrive for Business
             • SharePoint Online
             • SharePoint 2016, 2013 and 2010
 
Allows users within an organization to tag, manage and control documents and data, while they are stored in Microsoft repositories. The documents can stay where they are or can be moved to a more secure and robust repository.
A single search interface can then bring back results from all connected repositories and display the result list with source location. 

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 Microsoft Office 365 , Outlook , Flow and Dynamics

Integration allows users to store documents and data in an IIM repository with links back to the respective solution (Outlook, Dynamics and Flow), or, use the IIM repository as the main repository for documents and information being created and stored (Outlook, MS Office)

Microsoft Teams connector


The Microsoft Teams connector brings all information, from all connected sources (Shared Drives, Microsoft, Google, ECM, Salesforce, and others) into a unified view and a single access point.

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ECM Connectors

Enterprise Content Management (ECM) solutions have been in use by organizations to store documents and their related metadata. While the ECM solutions provided management and control of content, IIM enhances ECM by providing management of data as well as content.
Documents stored in ECM solutions, specially folder-based solutions, can benefit from IIM connectors which enables editing, tagging as well as unified results list from all connected repositories including the different ECM solutions.

Available connectors to ECM solutions include: 


Users of the IIM solution can search and retrieve information from multiple repositories such as Shared Drives, Microsoft, Google, ECM, Salesforce, and others into a unified view and a single access point. 

Network Folders Connector

As with all other connectors, Shared Drive connectors offers a view into documents while at the same time allowing those documents to be tagged and managed at their place of residence or be migrated over.

Existing access control on the Shared Drives are addressed so that only existing authorized users have rights on the respective documents.  

Multiple configuration options exist for indexing and tagging documents including the use of Machine Learning and Artificial Intelligence engines. 

Amazon S3 Connector

IIM users can search, retrieve, edit and add tags to documents stored in Amazon S3 repositories or Buckets.

It is another connector that unifies access to organizational data spread across multiple repositories without the need for integration scripts or hard code programming. 

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