Kyocera Enterprise Information Manager

FAQ

• What is business process management (BPM)?

  Business process management is a systematic approach to improving organisational workflows through analysis, design, execution, monitoring and optimisation of business processes. BPM combines methodology and technology to align business activities with strategic objectives and customer demands, enabling organisations to become more agile, efficient and capable of adapting to change. Companies typically implement BPM through specialised software that provides process modelling, automation capabilities and real-time analytics. Process automation services help organisations connect departmental applications and automate information flow across CRM, HR, ERP and accounting systems. Effective BPM reduces operational costs by 20-30% while improving service quality and accelerating time-to-market. Organisations implementing automated document management systems typically achieve 40-75% savings through streamlined workflows and reduced manual intervention.

• What is contract management software? contract management software

  Contract management software is a digital solution that automates and streamlines the entire contract lifecycle from creation and negotiation through execution, monitoring and renewal. These systems provide centralised repositories for storing contracts, automated workflows for routing approvals, version control to track changes, and alerts for critical dates such as renewals or expirations. Modern contract management platforms include features like electronic signatures, compliance tracking, searchable archives and integration with business systems. Enterprise content management solutions enable organisations to manage contracts alongside other critical business documents with automated workflows and audit trails. Process automation eliminates manual contract handling, with systems that can automatically recognise contract terms, route documents for approval, and maintain complete records for compliance purposes. Organisations using ECM for contract management avoid missed renewal dates and ensure consistent compliance with regulatory requirements.

• What is an enterprise content management system?

  stemAn enterprise content management system is a comprehensive platform that captures, stores, manages, secures and delivers all forms of organisational content and documents throughout their lifecycle. ECM systems organise data into centralised, secure repositories with features including automated workflows, version control, advanced search capabilities, role-based access controls and integration with business applications. These platforms handle diverse content types including text documents, images, videos, audio files and emails, making information easily accessible while maintaining security and compliance. Kyocera's ECM solutions help organisations integrate data into one central system and streamline end-to-end operations through automation. Choosing the best enterprise content management solution requires evaluating factors including scalability, mobile accessibility, security features and compliance capabilities. The benefits of enterprise content management for small businesses include improved productivity, enhanced security, cost reduction and better regulatory compliance.

• What are enterprise content management systems?

  Enterprise content management systems are integrated software platforms designed to manage an organisation's unstructured information, including documents, emails, images and multimedia files, from creation through disposal. These systems provide tools for capturing content from various sources, classifying and indexing information for easy retrieval, automating business processes, securing sensitive data through access controls, and ensuring compliance with regulatory requirements. ECM platforms enable organisations to transition from paper-based processes to digital workflows that improve efficiency and reduce operational costs. Modern ECM systems support hybrid workplace strategies by enabling remote access to documents from any location or device. Ten signs your business needs an ECM solution include inefficient workflows, difficulty finding documents, compliance challenges and security vulnerabilities. Content services platforms have evolved from traditional ECM to provide enhanced capabilities for streamlining workflows and automating processes across the enterprise.

• What are digital transformation solutions?

  Digital transformation solutions are integrated technologies and strategies that fundamentally change how organisations operate and deliver value to customers by replacing manual processes with digital workflows. These solutions encompass cloud computing platforms, automation technologies, artificial intelligence, data analytics, mobile applications and enterprise software systems that enable businesses to improve efficiency, enhance customer experiences and drive innovation. Digital transformation extends beyond simply implementing new technologies to reimagining business models and organisational culture. Business solutions help organisations move into the digital age with intelligent management of information and data. Digital business agility is a key driver of successful transformation, allowing organisations to adopt new technologies quickly and adapt to changing markets. Effective business transformation requires combining cloud storage, collaboration tools and automation technologies to enable productive remote work and streamlined operations.

• What is compliance document management?

  Compliance document management is a structured approach to organising, storing and controlling documents required for regulatory adherence, including policies, procedures, audit trails and records. These systems ensure organisations maintain proper documentation for industry regulations, implement retention policies that meet legal requirements, provide secure access controls with complete audit trails, and enable rapid document retrieval during audits or investigations. Compliance document management platforms automate record- keeping protocols and alert administrators about documents requiring review or approaching retention deadlines. Enterprise content management solutions must be flexible enough to adjust to new record-keeping and security requirements as compliance regulations evolve. Secure document storage solutions provide features including access controls, automated backups, audit trails and encryption to protect sensitive compliance records. Systems that provide document management with automated workflows ensure consistent compliance by following predefined approval processes and maintaining comprehensive documentation.

• What is digital invoice processing?

  Digital invoice processing is an automated system that captures, extracts, validates and routes invoice data electronically, eliminating manual data entry and paper-based workflows. These solutions use optical character recognition and machine learning to read invoice information regardless of format, automatically match invoices with purchase orders, route documents through approval workflows, and integrate with accounting systems for payment processing. Digital invoice processing significantly reduces processing time, eliminates data entry errors, improves cash flow management through faster payment cycles, and provides complete visibility into accounts payable status. Organisations implementing process automation have reduced invoice processing time by 40% and eliminated payment errors. How to improve accounts payable processes includes centralising data, implementing automated workflows and integrating with ECM solutions for efficient financial operations.

• What is the document digitization process?

  The document digitisation process converts physical paper documents into searchable digital files through scanning, optical character recognition and metadata assignment for organised storage and retrieval. This process involves preparing documents by removing staples and ensuring proper condition, scanning files using multifunction devices with appropriate resolution settings, applying OCR technology to make text searchable, assigning metadata attributes for classification and indexing, validating data accuracy, and storing files in document management systems. Modern digitisation includes quality enhancement features like automatic de- skew, handwriting recognition and ID card scanning capabilities. Digitising documents for sustainable information management reduces paper usage, eliminates physical storage costs and enables remote access to information. Kyocera Capture Manager automates document capture from any source with AI-powered data extraction. Content and capture solutions simplify digitisation through seamless integration with Kyocera multifunction printers and cloud platforms, enabling organisations to transform paper-based processes into efficient digital workflows.

• What is a document versioning system?

  A document versioning system automatically tracks and manages different iterations of documents throughout their lifecycle, maintaining a complete history of changes while ensuring users always access the most current version. These systems timestamp all modifications, identify who made each change, allow comparison between versions, enable recovery of previous iterations if needed, and prevent conflicts when multiple people collaborate on documents simultaneously. Version control is essential for maintaining document integrity, supporting compliance requirements and enabling effective collaboration across teams. Content services platforms manage document versioning automatically so staff reference documents with confidence, knowing they're viewing the latest version. Document control challenges include managing multiple versions of the same document, with modern solutions providing automated versioning and comprehensive audit trails. Business solutions eliminate version control hassles by enabling online collaboration where everyone works from a single, current version stored in the cloud.

• What is employee records management?

  Employee records management is the systematic organisation, storage and maintenance of personnel files, including employment contracts, performance reviews, training records, payroll information and compliance documentation throughout the employee lifecycle. These systems ensure HR departments maintain complete, accurate records that meet legal retention requirements, provide secure access controls to protect sensitive personal information, enable quick retrieval for audits or employee queries, and automate record retention and disposal according to regulatory guidelines. Modern employee records management integrates with HR information systems to streamline workforce administration. Enterprise content management solutions enable HR departments to digitally store employee documentation with role-based access permissions and automated workflows. Process automation connects HR systems with other departmental applications, ensuring secure and accurate employee information flows throughout the organisation. Digital transformation of HR records management reduces administrative burden, improves compliance and enables employees to access their records securely from any location.

• What is enterprise information governance?

  Enterprise information governance is a strategic framework that establishes policies, procedures and controls for managing organisational information assets throughout their lifecycle to ensure quality, security, compliance and business value. This framework defines how information is created, classified, stored, accessed, shared, retained and disposed of, assigning clear roles and responsibilities for information stewardship. Information governance addresses data privacy regulations, retention requirements, security standards and business continuity needs while enabling employees to access the information they need to perform their roles effectively. Enterprise content management systems enable organisations to improve governance through controlled access, audit trails and automated compliance processes. Choosing ECM solutions requires evaluating capabilities for meeting complex compliance regulations and implementing flexible record-keeping requirements. Document management systems support information governance by providing individual or role-based access permissions, automated logging and comprehensive monitoring of document usage.

• What is real time document collaboration?

  Real time document collaboration enables multiple users to simultaneously view, edit and comment on documents from different locations, with changes visible instantly to all participants. These systems provide features including concurrent editing capabilities where team members see each other's modifications in real time, presence indicators showing who is currently viewing or editing, commenting and annotation tools for feedback, change tracking that records all modifications, conflict resolution when simultaneous edits occur, and version history for reference. Cloud-based collaboration platforms support hybrid work environments by enabling seamless teamwork regardless of physical location. Content services platforms enable staff to create, edit and share documents efficiently and securely from anywhere. Digital workplace solutions include collaboration tools that boost team productivity across distributed workforces. Business solutions enable online collaboration where teams work together effectively, with everyone accessing current versions and contributing to shared documents in real time.

• What is unstructured data management?

  Unstructured data management is the process of organising, storing, securing and extracting value from information that doesn't fit traditional database structures, including documents, emails, images, videos, social media content and audio files. Unlike structured data in databases, unstructured information lacks predefined formats, requiring specialised tools for classification, indexing, search and analysis. Effective unstructured data management uses artificial intelligence and machine learning to automatically categorise content, extract key information, identify relationships and make diverse information sources searchable and actionable. Enterprise content management systems connect and manage unstructured information from business systems and documents through centralised platforms. Content services streamline workflows by automatically capturing unstructured data and inputting it into appropriate systems. Intelligent Automation Platforms use AI technology to read documents, extract relevant data and route information to the correct business applications, transforming unstructured content into structured, actionable intelligence.

• What is ECM software?

  ECM software (Enterprise Content Management software) is a comprehensive digital platform that captures, manages, stores, preserves and delivers enterprise-wide content and documents to support business operations and regulatory requirements. These systems provide unified repositories for all organisational content, automated workflows that route documents through business processes, powerful search capabilities to locate information quickly, security controls including encryption and access permissions, and integration with existing business applications. ECM software replaces disconnected storage systems and manual processes with streamlined digital workflows that improve productivity and reduce operational costs. Kyocera's ECM solutions help organisations capture, process and store documents digitally to eliminate manual process risks. Benefits of ECM for small businesses include workflow automation, improved collaboration, enhanced security and regulatory compliance. Use the Enterprise Content Management Checklist to evaluate features, vendor capabilities and integration requirements when selecting ECM software for your organisation.