If You Don’t Capture Information Correctly, Why Store It?

Without the right systems in place to capture information, you run the risk of a lot of useless information making its way into your electronics.

Without the right systems in place to capture information, you run the risk of a lot of useless information making its way into your electronics.

We have all heard the term “Garbage in, Garbage out,” and usually nod our heads when we hear it. Businesses seem to be most interested in the backend systems, EMR/EHR/ERP/CRM/ECM among the acronyms. These systems are vital to your business because they run your business. What happens when you feed garbage to the systems that run your business? NOTHING – and that’s the problem.

While the backend systems market great capabilities like fancy reports, a mobile app, or some other kind of industry specific sizzle, there are some things that get left behind. Why invest in these if you have to fight people to get relevant data into them? Remember garbage in – how do you plan on end users adopting a new process that is more cumbersome than your old paper process? Over the years, and in many different contexts, too many people have said “We got this new system at work and I hate it. It was so much easier the old way.” The issue is no consideration was given to the amount of effort it would take to capture information and put it into the system. Even worse, you have multiple systems with different processes for entering information. Putting together a solid process for capturing documents is essential to successfully managing your information. The process has to be simple, concise, repeatable, and most importantly it has to be easier than “the old way.”

What Do You Need to Properly Capture Information?

When attempting to accomplish an enterprise capture process you must determine what data your company needs. Whether its customer information, product information, or running a specific kind of report, that information needs to be garnered from somewhere. Those points of capture are expanding, and include: email, forms (paper & electronic), snail mail, Word, Excel, information generated by business applications, mobile devices and websites. Short of standing behind every employee and telling them exactly what they need to do with every document, a set a rules need to be put in place, and those rules are enforced by software. This creates a rules-based information capture environment. Whether you are capturing invoices, HR records, patient records, or anything else, it is being done the same way across the board. Secondly, the experience remains the same across all platforms, whether you are capturing data from a mobile device, copier, website or your computer. Now, it is easier to find information because you know exactly how it was stored. Employees come and go, but the process stays the same.

Once the process is in place and we know what we need to capture, the next step is to determine who can see it. When you capture the data in a rules based process, security around your data is enhanced. There is now an audit trail or a log of every transaction that takes place. Instead of wondering who did what with your data, the log will tell you everyone that touched that data, when and where it happened.

Let Enoch Office Help Capture Information

Enoch Office has both the business process acumen to navigate you through creating an electronic capture environment that will drive profitability and the technical understanding to handle even the most complicated applications. Call or write us today to learn more!