By Jonathan Sze
Director, North American Solutions

A few months ago I was approached by our Global Services team to implement an integrated fax solution for our customer, Dynegy. Dynegy had been implementing their trade confirmation process using Endur® from OpenLink®, the back-office solution used in the various commodity markets for trading, risk management and operations needs.

For years, Dynegy had entrusted Open Text Fax Server, RightFax Edition as part of their production trade confirmation infrastructure. RightFax ensures secure and automated fax delivery of the trade confirmations to their counterparties. Hundreds of business critical faxes were sent per day for this process alone.

As part of Dynegy’s Open Text ECM Suite rollout, Dynegy recognized a key opportunity to integrate their enterprise content management system with Fax Server: a single, tightly integrated solution will provide dramatic improvements in efficiency and new levels of productivity with their trade confirmation process..

The Solution
As with most enterprise system integration engagements, the key to delivering a successful solution is dependent on both coming up with a robust and scalable design; and an in-depth understanding of our customer’s needs, constraints, business processes and workflows. We had a number of productive scope calls with the Dynegy; and reassured our customer we can easily reduce or even eliminate some of their inefficient manual processes.

We quickly determined our Content Server FaxConnector is indeed the perfect solution for Dynegy. The prepackaged components enable Dynegy to send PDFs along with key metadata, originating from their Endur® system, directly onward to Fax Server. This eliminates the manual entry of recipient information such as fax numbers and “to be faxed” status, along with over fifty different metadata fields. The extensible design of the integration service also allows Dynegy to customize frequency of scan and fax delivery.

Most importantly, the FaxConnector logs and reports all send-fax status back to Content Server for archival – success and failure states, and status timestamps. Understanding exactly what happened with fax transmission is critical for Dynegy – and for most enterprise customers as well – because fax confirmation creates an official record of their business transaction.

The Design
From an architecture standpoint, the Content Server FaxConnector consists of three key components. On the Content Server side, the FaxConnector Module and Sending and Status Services which interface with Enterprise Web Services. Installed on the fax server are a set of Windows services and Fax Server Web Service. The Connector includes a build-in configurator for simple installation and configuration for system administrators.

High Level Architecture of Content Server FaxConnector

Click Image to Expand

Next Version
The upcoming version of our Connector further enhances the extensibility of the integration. A new plug-in architecture enables us to support complex business routing scenarios from Fax Server to Content Server. Businesses who require very specific and controlled mechanism in how fax documents flows into their content management system will be able to take advantage of the new design through customization and extensions. In addition to routing by fax users and DID numbers, for instance, inbound fax documents can also be routed based on text contents from optical character recognition (OCR) process, and be converted to searchable PDFs seamlessly. With outbound faxing from Content Server to Fax Server, we have added address book lookup functionality along with coversheets support.

Conclusion
The integration implementation was delivered very successfully. Our delivery was done on time, and the installation was completed fairly effortlessly. Working with our Global Services Consultant, Riten; and our customer contact Jennifer had been truly a blast. Nothing is more satisfying than having a delighted customer, and seeing the business value of our solution be realized. I have spoken with Jennifer since our engagement delivery, and she is pleased with both our solution as well as how well we have worked with her team throughout the project.

If you are interested in learning more about our Content Server FaxConnector; or if you would like to schedule a live demonstration, please contact us at captaris.ps[at]opentext.com.

Click to read the full case study.

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 http://faxsolutions.opentext.com or www.opentext.com.

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 www.ricohalliances.com.

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.

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: http://www.msnbc.msn.com/id/34419592/ns/politics

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.

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)

According to Xerox in Ireland, faxing continues to be a critical method of document delivery for their day to day business operations. By partnering with Ireland-based Open Text partner Softech, Xerox states that the Open Text Fax Server, RightFax Edition integration with SAP has “greatly improved office efficiency while also reducing our ongoing running costs. Integration with Citrix and SAP systems allows for both local and remote faxing solutions across a centralized and redundant platform.”

Mark Gallivan of Softech still sees critical requirements with multi-national customers like Xerox for secure and integrated fax solutions. Technology like Open Text Fax Server provides measurable benefits from the reduction in day to day document delivery costs to streamlining customer service and sales fulfillment operations. Combined with Softech’s services, the Open Text Fax Server solution also provides customers a proven integration with SAP while ensuring secure fax delivery.

Xerox in Ireland had specific faxing needs that required Open Text Fax Server, RightFax Edition to integrate with Xerox’s SAP infrastructure to allow for automated faxing from their backend systems in the UK. Due to the business critical nature of these processes, a high level of redundancy was also a core requirement.

The system Softech deployed for Xerox was a fully redundant and mirrored RightFax Edition Enterprise Suite utilizing the SAP Connector and the Integration Module. Connection to the PBX was provided via Primary Rate ISDN lines connected to a 30 channel fax card. Faxing to the desktop is provided via the RightFax FaxUtil while integration with SAP was achieved using the Integration Module and a secure FTP connection. In the event of a system failure, a configuration has been mirrored to a second server with faxes and associated data being replicated in real time to this server.

Working with Softech to implement the Open Text Fax Server solution, Xerox in Ireland has dramatically reduced operating and materials costs associated with standalone fax machines while integrating with their core IT infrastructure and business critical applications. This solution also helps Xerox better service their customers with greater efficiencies.

For more information on Softech, please visit http://www.softech.ie/ or contact Mark Gallivan at m.gallivan@softech.ie

For more information on integrating Open Text Fax Server, RightFax Edition with SAP, please visit: http://faxsolutions.opentext.com/sap-connector.aspx

A white paper is also available on secure document delivery with Open Text Fax Server and SAP

With heightened demands to secure and retain information for compliance purposes, organizations are under more pressure than ever to closely manage fax communications and document processes. It’s no surprise that the number one driver for replacing fax machines with a network fax server is often regulatory compliance.

Here are some questions to consider when developing your document management strategy to support regulatory compliance initiatives:

• Are you relying on paper-based document delivery processes?
• Do you have control over who, how and where documents
  are being delivered?
• Do you have safeguards in place to prevent information tampering?
• Are you confident that information is being received by the
  right people?
• Are you sure that your confidential information is kept private?
• Do you have an audit trail for your corporate communications?

A network fax server allows senders to fax confidential information directly from the privacy of their computers, right from the application they’re working in. With a variety of configurable, automatic tracking features to satisfy audit trail requirements, the network fax server guarantees that the details of every fax transaction will automatically be recorded, stored, organized and available for auditing purposes at any time.

Businesses are also turning to document management software to replace the manual process of document handling and record keeping with tamper-proof repositories that act as a digital file cabinet. A document management solution creates a trusted digital archive where you can securely store any document type and then find it within seconds – even years later!

The combined integration of these two technologies offers a long-lasting, reliable and robust archive solution that allows users to easily store, search, and retrieve inbound and outbound fax messages and their histories.

We have published a new white paper on document management strategies for businesses today that includes information on compliance and security as well as other benefits from implementing a fax server. You can download it free from here.

For more information, you can also visit http://faxsolutions.opentext.com