Search and Retrieve Documents Electronically with IntelliChief

The Quest for Lost Documents
Organizations of all sizes spend hundreds of hours per year simply searching for misfiled documents. According to research conducted by PriceWaterhouseCoopers, the typical organization loses one out of every 20 documents. The Gartner Group goes a bit further to state that 25% of enterprise paper documents are misplaced and will never be located. It is of no wonder then that "search" is a top requirement for any document management system. Afterall, having files on the network and the same files as paper in filing cabinets amounts to the same problem. How do you effectively search for and retrieve these critical documents in a timely and cost effective manner?

IntelliChief Search Screen - click to enlarge Searching for documents through IntelliChief’s browser interface is easy. In this example the user can browse a folder-like structure or type in his search parameter (i.e. invoice number, customer name, etc.) and the document(s) is displayed on screen.

Searching for Documents with IntelliChief
As documents are scanned or captured via fax/email, they are archived in IntelliChief’s database. This storage function not only serves to preserve and secure digital documents and images but also to ensure quick access in case they are needed. Searching for documents with IntelliChief is as easy as using a simple internet search engine, since it relies only on the user having an internet browser.

Document Management and Retrieval
The standard iSeries document management and document imaging system you might be familiar with probably does a good job with storing files once they are scanned. The challenge begins when you need to have access to those files but would like to do that directly from your iSeries application, like JD Edwards, Infor XA, PRMS, BPCS, or other major ERP. Since IntelliChief was built around the principle that the business process is the focus and the most benefit will come from improving the way you do business today, there are several integration options that enable you to leverage your iSeries business application to find and locate documents.

Retrieving Electronic Documents - click to enlarge Documents are displayed in IntelliChief and with a simple mouse-click all related documents appear side to side for easy viewing.

Your users are naturally comfortable with vendor inquiry screens, purchase order history screens, GL screens, and the innumerous options your ERP provides. Why not use it to your advantage? Beside having the browser interface as discussed earlier, IntelliChief can also find a document that is displayed on your application screen automatically. Bring a PO on the screen and IntelliChief can find the original image and all other related documents (statements, acknowledgements, etc.). It’s that simple.