Public Services and the Government are faced with many challenges like cuts in the budget, having to meet certain compliance mandates and higher customer’ expectations and needs. The Public administration typically works with a lot of paper documents, forms, mail and files. Their processes are paper based and are kept in old applications. Over a period of several years it can become cumbersome to keep an overview. To maximize the services to their citizens and to reduce the costs they need a valuable and cost-effective strategy.
Docbyte offers practical solutions for digital management of all available information in your organization. This way you get version control of your digitized documents, modern reporting capabilities, process automation and electronic archiving. In the end this will save you a lot of time and storage costs.
One process flow for all incoming documents
Gain real-time understanding of the information entering your enterprise and streamline your operations to go paperless. A Digital Mailroom solution automatically processes incoming paper and digital mail documents and sends them to the right recipient at the right time. You will get a clear overview of all incoming messages and employees can focus on their core roles: being able to react faster and deliver better service to the customers.
Keep track of your cases
Employees in Public Services spend a lot of time searching for the right information or the right people to make a decision in a case. With a Case Management solution you can easily organize your information and get a clear overview of the status of your cases. They will be put into an automated workflow and will be relocated in a secure and compliant way. It is an intuitive and easy-to-use solution and it will help you to make better decisions in the future.
Digitize your archives
Do you have a lot of information within your organization but you can’t access or find the right document when you want? By preserving all of your information in a Digital Archive, you will be able to efficiently manage and access the information from anywhere at any time. Your digital files are readable in the long term, even if the creation application is obsolete. This secure way of storing your information makes it possible to easily detect PII and sensitive data to be conform with tight regulations like the GDPR.
You’re a Public Services organization and want to retire legacy applications but are not looking forward to the migration? Let us handle it. Our migration tool called SyncServer guarantees highly automated and large volume document migrations without interrupting your normal business operations. This will lead to less maintenance costs and will make your users happy again.
Migration is all about moving to a new place. And we could be talking about your data or about your applications. In fact, it could be about both, or even about neither – in which case we’re referring to it as an upgrade. Docbyte offers migration services from straightforward version upgrades to highly complex migration scenarios, including changing the platform, the version, the database and even the object model. Foremost challenges on the mind with migration projects are limiting downtime and dealing with continuously changing source content. To handle both aspects, Docbyte has developed its own tool, Docbyte SyncServer, that makes it possible to perform a migration without interrupting the source system’s services and that keeps track of (even incremental) changes.The right tools, in combination with experienced consultants, assure that every migration project turns into a customer success.
Even on the best platforms, things can go wrong. Users may perform an unexpected action, processes may choke on unexpected parameters. Platforms may stop running for no apparent reason. Even though architectures are typically designed to cope with the unexpected as a matter of course, there will be unexpected problems along the way. Additionally, as with any application, user requirements may change once an application is in use. Small changes to an environment may be required that are important, but do not merit the setup of an entire project organization. Or you may need some assistance with a peripheral system, not related, but connected to the EIM architecture.These topics can be addressed by the Docbyte Service Desk, who will answer your requests within predefined SLA guidelines and who will serve as a single point of contact with the software vendors involved in your EIM environment. Also, the service desk can perform regular health checks that include clean-up and maintenance and allow early detection of possible issues.A proven support track record with certified support engineers as a means to assure customer success. (Service Desk, Change Management, Healthcheck, Upgrades)
Application retirement is the dream of a CIO: getting rid of old/obsolete/unused (delete if not applicable) applications while being able to retain the information contained within. It delivers immediate and measurable (financial) results by means of the avoided maintenance effort and cost.The main challenge with application retirement is of course the extraction flow, whereby structured and unstructured information is retrieved from the source application and inserted into the digital archive. This information will nearly always need to be transformed into a format that is time-resistant, i.e. remains legible for a long period of time.Docbyte has actually built a transformation platform to deal with this challenge, making the transformation from source to target a matter of configuration, not of frustration.Real experience and the right tools assure that Docbyte turns your application retirement challenges into real customer success.
Taking a backup is easy. Taking a good backup is a little harder. Making sure it can be restored is harder still, but assuring a comprehensive, effective and complete backup strategy is in place, is the biggest challenge of all. Docbyte has a broad experience in dealing with the challenges of large volume backups. Using the appropriate tools, we can enable hot backups as well as granular backup and restore. The end result is a well-managed backup approach that covers all your data and gives you peace of mind.Experienced consultants and the right tools are combined to deliver each backup project as a customer success.
Monitoring your EIM environment is a matter of good management. It is about detecting actual issues and/or predicting possible incidents. Monitoring can be performed at different levels, either technical or business-oriented, depending on the needs of your organisation.Traditionally, the first step in monitoring will focus on the systems in your environment: are systems running? Do they respond with the expected answer on the predefined ports? What is the CPU load? What is the memory usage? Is disk space OK? Increasingly however, organisations also perform process monitoring as a means to improve their service to the business users, keeping an eye on the behaviour of processes and warning users when they lock up or take too long.The last level of monitoring focuses on performance, actually measuring the response time of application/architecture components and setting them against the expected behaviour. This level permits the IT team to intervene before a real problem develops, keeping user satisfaction high. Docbyte is highly experienced with setting up monitoring for EIM environments, using the right tools for each of the monitoring aspects. In addition to automated monitoring, Docbyte also offers monitoring services, whereby environment components are regularly verified and checked for good behaviour. Real experience and the right tools assure that Docbyte turns your monitoring challenges into real customer success.
The Docbyte hosting services are really about managed services: Docbyte takes care of your environment, assures the availability and accessibility of your applications and sets up the necessary backup and monitoring processes.Docbyte may deliver these services in a traditional hosted model, i.e. secured, using dedicated VPN to connect to your site, or even in your own datacentre.Docbyte hosting, run by experienced professionals, is a sure way to achieve customer success.