Since you now know what record management software is and the basics of document distribution using record management software from our last post, in this post we will cover the Document Distribution application as well as the core features of this record management software.
The user defines a relationship between a primary document and secondary documents by designating a common keyword value. Once the relation is established, the statement format is set up. Recipients are then defined, each with their desired document distribution method. Based on the unique keyword assigned to each statement, the document capture software determines whether the statement is to be faxed, e-mailed, distributed to a website, burned to a CD, or any combination of options.
If the delivery is unsuccessful, the system can attempt to re-send e-mails and faxes for a specified number of times before it notifies a process manager. Of course, the user always has the option to distribute “ad-hoc” in any given situation. Additionally, users managing large data sets can schedule distribution during down hours or at night so as not to affect daily production.
The following is a list of primary documents and their supporting secondary documents from various markets, all of which are easily managed with document capture software Image Statements and Document Distribution:
• Bank checking statements ̶ supported by check images
• Insurance profiles ̶ supported by application, policy and claim images
• Police investigation cases ̶ supported by crime report, evidence and lab work images
• Construction projects ̶ supported by customer profile, job map and service order images
• Hospital patient profiles ̶ supported by medical records, charts and x-ray images
Manufacturing and service bureau invoices ̶ supported by packing slip and proof of delivery images
The web-based architecture of document capture software allows Document Distribution to be implemented either at a customer site or at a host facility. Larger companies typically find it best to acquire the software and establish a document distribution system, while mid-size companies are more likely to outsource their system to an application service provider, consumer portal, or print outsourcer.
• Faster, more efficient information delivery
• Reduced mailing, printing, and postage costs
• Value-added customer account profile options and benefits
• Scheduled “hands-off” mailings and statement cycles
• Distribution via fax, e-mail, web, or CD
• TIFF, RTF, and PDF distribution file formats
• Web delivery e-mail notifications after posting to sender website
For more information about record management software, contact OSAM Document Solutions, Inc.