Wednesday, April 16, 2014

Ready, Set, Start that BPA Project (but only after reading this first)

The effort to improve a business process seems easy enough.  Map out the required information flow. Create a list of the parties involved.  Understand the security and legal requirements.  Crank up the visual workflow tool and get started.
Sometimes it does work that way, but sometimes each of these steps reveals deeper issues, missing data, incorrect data or inaccessible data.  Don't be discouraged, these issues can be solved and you can achieve the ROI that you desire.  Read on for a few ideas on how to succeed.,, (630) 279-0577

Millennia Group provides Document Imaging, Workflow and Archival Applications along with Document Conversion Services.

Friday, March 28, 2014

Gym Shoes Required

Think about this statement pertaining to our hosted document management system FileStar - "Our heavy use customers have a cost per document viewed of less than $0.10 with many customers at $0.50 or less.  Think about that, less than $0.10 per view.  Compare that to the cost of simply going to a file cabinet to pull a document for viewing.  For an employee earning $40,000 per year, they would have ten seconds to get to the file cabinet and ten seconds to get back to their desk.  I hope your dress code allows gym shoes."

Read the full blog at

For more information on Millennia Group and our document applications and services, please contact Michael Cipriano at or 630-279-0577 x122.

Monday, February 24, 2014

Business Process Automation - How is your Company Doing?

According to Wikipedia, Business Process Automation (BPA) is “the strategy a business uses to automate processes in order to contain costs. It consists of integrating applications, restructuring labor resources and using software applications throughout the organization."
BPA, as you can see, is a broad definition and sounds like a massive undertaking. Yet companies successfully complete “BPA projects” - knowingly or unknowingly - all the time.
Examples of simple BPA projects include:
·         Accepting orders via online form (replacing the use of a fax machine or order clerk answering the phone).
·         Replacing monthly sales reports created manually in Excel with automated reports and dashboards created by CRM software like Salesforce.
·         Using Mail Merge to deliver customized marketing materials to customers and prospects.

We provide more examples here:

Tuesday, January 28, 2014

Organize, Consolidate and Share

Every company has information stashed in silos all across the enterprise.  There is paper in file cabinets, there are files on shared drives on the network, there are files stored in the cloud and of course there are files on users computers.  This situation is costly, risky and just plain inefficient.

Is it possible to create one consolidated, organized and shared silo, like a magic closet that always has in it exactly what you are looking for?  Maybe not, but it is possible to have fewer silos and one silo that has your critical business documents in it.  Millennia Group can help you get there.

You can read the full blog post at: - - (630) 279-0577 x122

Wednesday, November 6, 2013

What Processes Can Be Outsourced?

Virtually any process at any company can be outsourced. There are certain functions that a company would probably never feel comfortable outsourcing, but this is a case by case decision.  Apple outsources manufacturing.  Caterpiller outsources most of its sales.  Many companies outsource accounting and legal.  Many companies also outsource document processing.

As we all have heard, these outsourced tasks are generally referred to as non-core functions.  With documents, the receipt and routing of the document is generally not a core function of any business.  Its what you do with the document or with the content of the document that is probably a core function of the business.  If you are in the business of processing medical claims, the core function is to understand the billing codes and content of the claim request to make a judgement on paying that claim. Opening the envelope and delivering the document to the claim manager is not core.

Here is a short list of document related processes that can be outsourced and how:

- Mail receipt and routing:  have mail directed to a PO Box that an imaging service sweeps each day, opens the mail and forwards to an electronic inbox.  Intelligent routing rules can be established based on the PO Box number or a code on the document.

- Fax receipt:  Faxes can actually be received electronically and routed electronically without every becoming paper.  The faxes can be routed based on the fax number that they are sent to.

- Email receipt:  Documents delivered to a specific email address can be routed to specific workflow queues

- Data Entry:  Accounts payable documents can be scanned and even the information from the payable can be captured and entered into a system that feeds the accounting system.  This takes all but the approval process and cost code assignment and outsources it.

 - Contract Data Extraction:  Documents can be scanned and routed electronically to a company that will extract the terms into a contract management system.

- Conversion to PDF and OCR:  Documents that are scanned locally can be routed to outsourced back end processes that just convert the files to PDF and OCR the documents.

- Document Translation:  Documents that need to be translated can be scanned and routed to an outsourced service for translation

- Mail merging and printing: Many companies will mail merge from a data list and print and send paper documents (yes, paper is still created and sent).  Of course, mail merging and send electronically is what iContact and other newsletter services do every day.  This process can be used for investor letters, client notices, vendor communication, reporting and many other uses.

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Thursday, October 24, 2013

We Have Seen the Light - And We Want You to See it Too

Very sorry for the long absence from this blog.  We have been busy searching for the meaning of Scanning so to speak.  Millennia Group has been a scanning service bureau or scanning services company for 17 years now.  We have always put customer first and that has meant providing our valued customers with scanning services that they wanted and were willing to fund.  There is no question that when the economy was really good, the willingness to fund scanning projects was far greater than it is today.  The underlying reasons to scan have not changed, but the willingness to fund them has, shall we say, tightened up a bit.  And we understand that.  This has caused us and our clients to look deeply at the reasons for a scanning project.  The results of that look are really not surprising.

What we have come to fully embrace and advocate is that scanning needs to be looked at as part of business process improvement.  Scanning is not a means to empty a basement full of boxes or to Go Paperless.  Scanning is also not just a means to satisfy the disaster recovery team or to eliminate some file cabinets.  While it is true that those things can be the result of scanning, scanning must be tied to business process improvement to get past the justifiable financial scrutiny.

For this reason, over the past year, we have been starting the conversation with companies that call and want us to "scan all of their documents" with this simple question - Why?  What is this project going to do to improve your business?  Will it turn a paper based routing and approval process into a paperless process with tracking, notices and an audit trail?  Yes, we are on board and we can help you with that.  Will it give your dispersed and mobile workforce better access to customer and project documentation and let those remote users upload new documents?  Yes, we are on board with this too and we can definitely help.

Be willing to have a thick skin and maybe look hard at some internal processes that may not be optimal or in fact broken.  Embrace some well thought out change.  Now scanning is really going to improve your business.

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Tuesday, October 16, 2012

Follow the Leader - Please!

Recently I received a notice via email from the Government and I have to say it was very exiting.  It was a PDF file and when I opened the PDF, there was a very impressive first page with official Executive Office seals and insignia.  Here is what the opening said: 
August 24, 2012

On November 28, 2011, President Obama signed the Presidential Memorandum -Managing Government Records. This memorandum marked the beginning of an Executive Branch-wide effort to reform records management policies and practices and to develop a 21st-century framework for the management of Government records. "
The memorandum goes on to talk about document imaging and this is what really got me excited - "This directive requires that to the fullest extent possible, agencies eliminate paper and use electronic recordkeeping. "
As you can appreciate, as a document imaging service bureau, the more momentum there is to convert paper to digital, the better.  The government taking a leadership role will certainly help bring along many more companies to the digital revolution.  But really, when I read between the lines and read more of the directive, the rationale for the directive is just good solid business sense.  Keep your information organized and accessible and you will be a more efficient organization. 

Follow the leader, it's good for your organization and it just so happens to be good for Millennia Group too.  Thank you Mr. President!