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How you can simplify processes in your organisation

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Being able to access digital information is a must these days. But, says MONIQUE WILLIAMS, Hyland Southern Africa Regional Manager this information has to be managed across the enterprise to ensure easy access for competitiveness.

In this day and age, the ability to access and manage information or content digitally is critical to all business processes. Managing that content across the enterprise is even more valuable to ensure a competitive business and support organisation growth.

However, the reality for many organisations is that they do not have the scope, budget or time to solve all of their content needs at once, and it has become more difficult to know where to get started. With all the technology that exists and the myriad vendors, enterprise content management (ECM) roadmaps can seem complicated.

There are six categories that not only help explain ECM, but also provide a very useful framework for building a new solution and evaluating existing solutions. This framework can be used to address the challenge of rolling out an ECM solution for a specific problem, a department or to an entire organisation. By using this framework, an organisation will be sure to implement a solution that is more than just an electronic filing cabinet with light processing functionalities.

1. Capture

When many people think about ECM, the first thing they think about is imaging or scanning – getting the paper digitised and into the system. And of course that is a key part of the solution – to eliminate filing cabinets and boxes of information and archive records digitally. But that is not where capture ends.

An ECM system is also able to capture and centrally manage all related information, whether that comes in as a text report, documents borne in SharePoint, related communications from emails and faxes, and data streams with content from another system. Technology automation ensures an ECM solution is able to capture any file type from any physical location with minimal data entry.

2. Process

An ECM solution revolutionises the way an organisation performs the processes that use this content. Many processes can be automated with a digital solution, particularly structured processes that follow predefined steps and have predictable outcomes. For example, in accounts payable, any amount under R500 could be paid automatically.

An ECM solution allows documents and decisions to be routed to the right people as soon as that information comes in. This is particularly helpful with unstructured information that still requires human intervention, such as an invoice for something the company didn’t order.

A new wave of content management includes case management, combining the best of structured and unstructured content and providing useful tools to manage all the tasks and activities within case work. It builds processes and solutions around a person and their work rather than a complete business process.

3. Access

With an ECM solution, personnel can access content easily, from anywhere and whenever they need it. There are more points of access to the information than just the software solution itself.

Personnel working in other applications can just reference the information in the ECM system as it integrates with the screens of other applications. Information can also be accessed offline or through a mobile device. The software itself can be personalised to match a user’s work, cutting down on user training. And access to content can be extended to people outside of the organisation like customers, students or patients, thereby reducing calls to customer service.

4. Integrate

As mentioned above, another key element of an ECM solution is that it is able to integrate with any other enterprise application, such as an enterprise resource planning (ERP) system, productivity tools or home grown applications, without anyone having to write custom code. This ensures that the content never resides in a bubble and avoids duplicate data entry into multiple systems. Applications that are data driven can have a real time data exchange.

5. Measure

With all content in one centralised place, and all activity happening in a coordinated manner, an ECM solution enables an organisation to gain insights into process and system performance. It allows the company to see how accurate and efficient processes are, identify and eliminate bottlenecks, deliver accurate and timely data for an audit, and prove return on investment.

6. Store

An ECM solution also empowers an organisation to secure and protect content from the moment it enters the system and in accordance with compliance requirements. For example, in the case of dealing with credit card or social security numbers, the data can be encrypted at rest and during transportation.

The solution can also provide affordable and inbuilt protection of the data and instant online redundancy, so that in the event of a server failure the company is not at risk of losing any critical data and can have a continuation of business. Finally, an ECM solution has the ability to handle long term retention and destruction requirements from a legal records retention policy point of view.

Ultimately, with all the functionality available, an ECM solution should be able to flexibly meet the needs of a company’s individual content management requirements, whether at a departmental or organisational level.

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Now download a bank account

Absa has introduced an end-to-end account opening for new customers, through the Absa Banking App, which can be downloaded from the Android and Apple app stores. This follows the launch of the world first ChatBanking on WhatsApp service.

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This “download your account” feature enables new customers to Absa, to open a Cheque account, order their card and start transacting on the Absa Banking App, all within minutes, from anywhere and at any time, by downloading it from the App stores.

“Overall, this new capability is not only expected to enhance the customer’s digital experience, but we expect to leverage this in our branches, bringing digital experiences to the branch environment and making it easier for our customers to join and bank with us regardless of where they may be,” says Aupa Monyatsi, Managing Executive for Virtual Channels at Absa Retail & Business Banking.

“With this innovation comes the need to ensure that the security of our customers is at the heart of our digital experience, this is why the digital onboarding experience for this feature includes a high-quality facial matching check with the Department of Home Affairs to verify the customer’s identity, ensuring that we have the most up to date information of our clients. Security is supremely important for us.”

The new version of the Absa Banking App is now available in the Apple and Android App stores, and anyone with a South African ID can become an Absa customer, by following these simple steps:

  1. Download the Absa App
  2. Choose the account you would like to open
  3. Tell us who you are
  4. To keep you safe, we will verify your cell phone number
  5. Take a selfie, and we will do facial matching with the Department of Home Affairs to confirm you are who you say you are
  6. Tell us where you live
  7. Let us know what you do for a living and your income
  8. Click Apply.

 

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How we use phones to avoid human contact

A recent study by Kaspersky Lab has found that 75% of people pick up their connected device to avoid conversing with another human being.

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Connected devices are becoming essential to keeping people in contact with each other, but for many they are also a much-needed comfort blanket in a variety of social situations when they do not want to interact with others. A recent survey from Kaspersky Lab has confirmed this trend in behaviour after three-quarters of people (75%) admitted they use a device to pretend to be busy when they don’t want to talk to someone else, showing the importance of keeping connected devices protected under all circumstances. 

Imagine you’ve arrived at a bar and you’re waiting for your date. The bar is busy, and people are chatting all around you. What do you do now? Strike up a conversation with someone you don’t know? Grab your phone from your pocket or handbag until your date arrives to keep yourself busy? Why talk to humans or even make eye-contact with someone else when you can stare at your connected device instead?

The truth is, our use of devices is making it much easier to avoid small talk or even be polite to those around us, and new Kaspersky Lab research has found that 72% of people use one when they do not know what to do in a social situation. They are also the ‘go-to’ distraction for people even when they aren’t trying to look busy or avoid someone’s eye. 46% of people admit to using a device just to kill time every day and 44% use it as a daily distraction.

In addition to just being a distraction, devices are also a lifeline to those who would rather not talk directly to another person in day-to-day situations, to complete essential tasks. In fact, nearly a third (31%) of people would prefer to carry out tasks such as ordering a taxi or finding directions to where they need to go via a website and an app, because they find it an easier experience than speaking with another person.

Whether they are helping us avoid direct contact or filling a void in our daily lives, our constant reliance on devices has become a cause for panic when they become unusable. A third (34%) of people worry that they will not be able to entertain themselves if they cannot access a connected device. 12% are even concerned that they won’t be able to pretend to be busy if their device is out of action.

Dmitry Aleshin, VP for Product Marketing, Kaspersky Lab said, “The reliance on connected devices is impacting us in more ways than we could have ever expected. There is no doubt that being connected gives us the freedom to make modern life easier, but devices are also vital to help people get through different and difficult social situations. No matter what your ‘connection crutch’ is, it is essential to make sure your device is online and available when you need it most.”

To ensure your device lifeline is always there and in top health – no matter what the reason or situation – Kaspersky Security Cloud keeps your connection safe and secure:

·         I want to use my device while waiting for a friend – is it secure to access the bar’s Wi-Fi?

With Kaspersky Security Cloud, devices are protected against network threats, even if the user needs to use insecure public Wi-Fi hotspots. This is done through transferring data via an encrypted channel to ensure personal data safety, so users’ devices are protected on any connection.

·         Oh no! I’m bored but my phone’s battery is getting low – what am I going to do?

Users can track their battery level thanks to a countdown of how many minutes are left until their device shuts down in the Kaspersky Security Cloud interface. There is also a wide-range of portable power supplies available to keep device batteries charged while on-the-go.

·         I’ve lost my phone! How will I keep myself entertained now?

Should the unthinkable happen and you lose or have your phone stolen, Kaspersky Security Cloud can track and protect your device from data breaches, for complete peace of mind. Remote lock and locate features ensure your device remains secure until you are reunited.

 

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