Your organization may already have an installed enterprise content management (ECM) system. Many organizations install a content management system based on a business case based on ease and control of access, standardized storage and indexing and appropriate records retention. The goal is to ultimately create cost savings for the organization. However, these benefits are hard to realize if manual processes precede the placement of documents into the ECM system. Inconsistent, unclear metadata, tagging and controls lead to the same problems, within the ECM environment! Problem not solved and the investment in the ECM system doesn’t return the financial, productivity and risk controls that were expected. We have seen this problem again and again.
We believe that the MOST leverage you can get in realizing the benefits of content management is actually focusing on the upstream problem of organizing content consistently through rules, automation and controls, not starting with the tail end of the chain, the storage mechanism. What this means is that, regardless of your content strategy goals, the work to change behaviors and install mechanisms that create content consistency in terms of naming/classification, tagging, indexing, and value extraction should be the first steps in your content journey. Getting that right leads to maximum value derived from your storage aspect of your ECM installation, whether in the cloud, shared drives or in a content repository such as IBM Filenet.
But even if you already have an installation, it is not too late. The same rules apply. Establish automated mechanisms that can crawl your content and add the consistent tags, indexing and classification rules. The key part is establishing what those rules are, and then implementing as much as possible using automation, vs. manual actions.
Kina can help you and organizations solve this challenge. Our document processing and capture platform automates the labor required to name, classify and separate documents, properly index and extract values, apply tags, validate completeness, add supplemental information and place in a storage environment. In this way we enable you to focus on the work that really matters, and scale your rules, policies and business logic to your organization.
In a nutshell, Kina is a software platform that can do all of the following:
- Automated Document Recognition and Classification
- Reconcile information from one document to another, such as purchase order to invoice
- Document separation and validation
- Sophisticated data extraction from tables, statements, fields and identifying elements in PDF and Excel.
- Document workflow and collaboration between people, teams and organizations
- Content based classification of documents: name documents and perform actions based on the entities and concepts within a document
- Build workflow and business rules visually, in your browser, with no tools or software.
- Connect to cloud resources such as Box.com, Amazon and DropBox.
- Listen passively to mailing lists and process email and documents that match those criteria
- Present documents for people to review, add additional information and perform human-centric decisions.
- Provide electronic forms alongside documents for additional information collection
- Send alerts and create triggers on specific content, information, categories and document types.
Kina functionality can be snapped together so the combinations are unlimited.
Here is an animated example of some of the ways that Kina can help you and your firm improve client experience, turn times and information controls. We built this to give a visual example of how Kina can be used in your day to day work.
When my daughter was younger I wanted her to understand how computers worked. It turns out there is a learning tool called Scratch, built for exactly this purpose, created by the Lifelong Kindergarten Group at the MIT Media Lab. Scratch allows you to visually express what you want the computer to do using snap together blocks, similar to LEGOs. Kids (and adults too!) use it to create all kinds of games and other projects. We did a few projects together on it and I liked how intuitive it seemed to grasp and get started.
A few years later, I thought the notion of snapping together logic right in one’s browser was the way to go when thinking about how to express requirements to Kina. People tend to think visually and understand things better when presented in a visual form. So, similar to how Scratch did it, the Kina Designer was born, and instead of building games and animations, you can express your requirements in a series of blocks.
Then you can snap these blocks together as reusable business rules and behaviors! Kina keeps track of your map. You can always see a picture of the whole organization and how everything is being used together.
We strive to make it as easy as possible for you to get the most out of our platform. As always, if you have any questions, please reach out to us as we are here to help.
Welcome! We want to make sure you get the most out of the Kina platform.
Kina is an easy to use document capture, processing, and workflow system. It performs tasks that reduce your workload and that of your team, especially with items relating to documents and their information. You tell Kina what to do by showing it examples of your documents, and snapping together processes, similar to LEGOs, right in your browser. This allows you to express your business requirements to the system, but keeps your organization understandable because everything is presented in a visual way. Kina can then participate in – and even completely implement – your business processes. Simply send Kina documents through email, via uploads, from your shared drives, and your scanners. Kina will recognize the type of documents to listen for, and implement your business rules when it sees one of those documents in a particular process.
So what can you do with Kina? The uses range from simple to complex, but importantly, Kina can grow with you and your use cases. At the most basic, you can use Kina to automatically recognize key document types coming into your organization through email, scanner or other means, and then use Kina to name them in a standard fashion based on what they look like or what information they contain. Then, Kina can check their information, ensure compliance, make decisions, update systems and send them to individuals or locations based on what information they contain. Organizations use Kina to extract information automatically from their documents – this ranges from a simple field to tens of thousands of values from documents that exceed 1000 pages. Kina can also route the extracted data to designated information systems such as SAP and the documents associated with the extracted information to content storage systems in your environment or in cloud based locations. This saves you and your business time and money, as well as increases compliance and improves organizational response time to customers.
Staff can review documents as they move through a business process and provide additional information if necessary as a controlled step in your business processes.
Finally, you can send alerts based on your business rules. For example, if a document needs review, you can send an email to a particular party or distribution list in your organization. Or, if a particular document doesn’t contain a certain value or a value cannot be validated, Kina can easily be setup to send a notification. On the flip side, if a document contains specific keywords or concepts, Kina can trigger business rules that you specify. Basically, any condition that can be detected by Kina (and that is just about anything) can be used to send an alert, trigger action, or require a document to be reviewed.
Fundamentally, Kina enables you and your team to get the right information to the right people at the right time.