Back in 2017, research by the Association of Intelligent Information Management (AIIM) found that 23 percent of organizations described the governance and management of multi-channel inbound information with one word: “chaos.” Fast forward to the present and, undoubtedly, even more companies would concur; however, they just might more accurately describe it as “information chaos…on steroids.”
During the last several decades, there’s been an absolute explosion of information, collected across a variety of different devices, applications and systems while being housed in various forms and formats—both physical and electronic. Surprisingly, paper is still very prevalent in how businesses operate today, even as the world pushes closer to a fully realized digital marketplace.
Legal, regulatory and tax rules have long required businesses to maintain years of records, causing them to store paper-based agreements and other documents in file cabinets or in stacks of boxes often relegated to back rooms, basements or even separate storage facilities. Organizations of all types and sizes have encountered substantial growth in the volume of business documents they generate, and many have struggled to keep up in terms of storing and maintaining this information. Adding to that, paper-intensive record-keeping is expensive and tedious, not to mention cumbersome in terms of providing easy access to that those within the company who need it most.
Documents have essentially become the backbone of business, whether they’re contracts, invoices, purchase orders, expense forms, customer records, bills of laden or the like. Unfortunately, the pandemic has forced organizations around the world to quickly redefine how they manage and share their enterprise information within a remote and/or hybrid workplace.
“During this period, we’ve really seen paper become the anti-matter to process automation,” said Brad Jenkins, CEO at Docufree. “Reliance on paper has been holding so many businesses back for a number of years. Because of the pandemic, we’ve definitely seen a trend in more companies wanting to accelerate their digital transformations.”
Docufree is one of the few technology companies well positioned to help organizations of any size make this transformation—and quickly.
Seamless Document Management Built in the Cloud
Serving the market for more than 20 years, Docufree was formed to help businesses transform their manual, paper-based documents and processes into digital data and automated workflows, providing critical access to information, accelerating productivity and reducing costs.
"We are early pioneers of the digital transformation era before it was popular or in vogue," Jenkins added. “We founded Docufree on cloud principles before the cloud was widely accepted. This has allowed us to build a highly scalable, intelligent, cloud-based platform that easily allows companies to capture and manage very large volumes of widely disparate information, in a very simple manner, that can be securely shared within their entire organizational ecosystem, including trading partners.”
Today, the Docufree platform embeds multiple technologies such as artificial intelligence, machine learning, intelligent workflows, and more to securely manage and modernize how enterprise businesses interact, ensuring organizational staff have immediate access to the right information when they need it and processes are executed with speed and precision every time, regardless of where work needs to happen.
“We help organizations jump-start their digital transformation journey through software-as-service and business-process-as-a-service from a cloud-platform perspective,” Jenkins said. “As a result, we’re able to provide our customers a truly attainable paperless maturity roadmap to manage enterprise information.”
The Docufree team executes its clients' services by utilizing three primary service offerings: ScanCloud, DocumentCloud, and AutomationCloud.
Reliance on paper has been holding so many businesses back for a number of years. Because of the pandemic, we’ve definitely seen a trend in more companies wanting to accelerate their digital transformations
ScanCloud is a document-capture service that includes a single-user subscription. This nationwide service converts existing paper-based documents into searchable index digital files and delivers them over the Docufree secure SaaS platform. Unlike other scanning solutions on the market, Docufree strives to make digitizing documents as seamless and pain-free as possible by providing pre-paid, secure shipping containers in which clients can place and send, via UPS, the physical documents that need to be captured.
DocumentCloud provides a cloud-based managed content services platform that helps organizations capture, manage, store and share documents and electronic information from a variety of disparate sources—including multi-functional devices, print screens, web-based forms, HTML sources, XML and EDI files, emails, faxes and U.S. Postal Service mailrooms. Robust workflow records, built-in (vs. bolted-on) eSignature capabilities and records-management features are embedded within the proprietary SaaS platform, allowing customers to easily automate multiple workflows within the enterprise and its trading partners.
AutomationCloud offers large-scale business process automation. This business-process-as-a-service platform allows Docufree to handle outsourcing for companies in one cloud-based, physical platform in order to deliver business process automation at a very rapid scale. The platform’s rapid process automation involves machine-learning technologies combined with the human intelligence of Docufree’s certified experts and the DocumentCloud service to deliver significant business process outsourcing (BPO) results for customers.
The company's unique value proposition is ensconced deep within its cloud-based platform, seamlessly and securely harmonizing disparate information with people, processes and business operations. Docufree's platform is highly reliable with multiple security levels and encryption for all the data within the system. Designated users are required to provide credentials to access specific information within the system, at the individual and/or group level. Additionally, Docufree is PCI-DSS compliant, PrivacyShield certified, SSAE SOC II and HIPAA compliant. The company undergoes a continuous audit from outside parties as well routine third-party penetration testing.
Unlike many software and BPO firms that are very shy or very hesitant about promising results, Docufree commits to guarantee service-level accountability metrics, and delivers them in the form of business outcomes.
"With us, clients are not simply licensing a software with hopes that they succeed,” said Jenkins. “We build a guarantee into every one of our business partnership agreements in order to give customers a certainty that they made the best and safest choice by working with us. This is something we pride ourselves on."
Yet another differentiator is Docufree’s ability to onboard new clients virtually, especially relevant as COVID-19 continues to disrupt normal onsite business operations. Docufree teams have been onboarding clients virtually for the last eight years and are adept at making the process more personal, educational and easy for users, rather than expecting them to undertake the tedious task of merely trying to follow written instructions. Docufree's team uses a series of Web Share calls and sessions to help clients facilitate the onboarding process and ensure a risk-free implementation.
Solutions That Work for Any Size Organization, Across Any Industry
"We have a very diverse client base, across many industries, from financial services, legal, healthcare, transportation, logistics, oil and energy to manufacturing, retail and higher education,” Jenkins explained. “Docufree has been able to mitigate various enterprise information challenges for organizations with operations across the world.”
In the transportation industry, Docufree has worked with the North American leader in supply chain, dedicated transportation, and commercial fleet management solutions for years, supporting more than 5,000 users. Docufree helped automate an operations-critical fuel-ticket management process for company fleet trucks to better manage the varied regulatory tax implications with mileage driven in every state. By digitally transforming this legacy paper-based process, the company was able to significantly reduce headcount, reclaim valuable office space, data visibility and accountability into the overall process. Docufree also modernized a manual, paper-based credit memo process to one that is totally digital and data-driven workflow optimized. Recently Docufree helped take this company’s HR department paperless by not only digitizing all HR employee files from more than 500 locations, but also capturing documents from the Applicant Tracking System and becoming the central system of record for all HR records with direct integrations into Workday and ServiceNow.
“We build a guarantee into every one of our business partnership agreements in order to give customers a certainty that they made the best and safest choice by working with us"
For one Georgia county board of health, Docufree digitized more than 3,500 boxes of medical records in under 90 days, then integrated that information with their Electronic Health Record (EHR) application.
Docufree has proven its excellence in driving fulfilling results for its clients—time, and again. The company is planning to emphasize accelerating digital transformation and digital mail. Docufree will also continue to leverage its platform in digital mail capability. In addition to this, the team at Docufree is planning to build upon some machine learning and artificial intelligence capabilities along with employing automation for managing information. This will reduce the human touchpoints in a given workflow and create a better process altogether.
The Digital Mailroom as the Next Frontier
The COVID-19 pandemic has disrupted the traditional business model, as employees many times have no other option than working remotely. This change has highlighted the loopholes in onsite business frameworks and the difficulties in managing information manually. As an example, most organizations had problems in obtaining their mail and files due to lockdowns.
“This is another opportunity where Docufree can lead and legitimately move the needle,” Jenkins said. “We’re keenly aware of the new world of work, and we will continue our emphasis on accelerating digital transformation accompanied by a new focus on driving digital mail adoption and uptake for organizations.”
Many companies have realized, pandemic or not, someone has got to keep processing business correspondence that physically comes in the mail to them, and it has to be captured quickly, accurately and integrated into organizational workflows, Jenkins explained. “We are leveraging our platform, with new digital-mail capabilities so companies can get a complete view of anything coming into the physical mail stream, then have it seamlessly integrated with their other enterprise applications,” he added.
One of the largest law firms with more 60 locations throughout the United States is already using Docufree to manage its inbound and outbound mail processes digitally. With Docufree supervising more than 3 million documents annually and ensuring all postal mail streams and electronic files are received, processed, and integrated with all other digital forms of communication, the law firm has virtually eliminated paper, reduced headcount and repurposed costly physical office space—accelerating its strategic path to digital transformation.
According to Jenkins, “Understanding the challenges that businesses face, not only under extraordinary circumstances, but also on a daily basis, allows us to set our vision on lifting the restrictions inherent with a paper-based culture—giving us the impetus to develop better ways to handle records and easily access the information locked in those documents.”