Neomind

Author: Cristiano Lessenko

  • Automated Document Management from scratch

    Automated Document Management from scratch

    As the volume of information we deal on a daily basis grows, managing it becomes an increasingly tricky challenge for companies of all sizes. Organizing, storing, retrieving, and archiving documents manually consumes significant time and often leads to high error rates. In other words, it’s inefficient. Automated document management solutions allow for quick, accurate processing with minimal intervention.

    If you believe automating document management requires digitizing all of your company’s physical files first, think again.

    While digitalizing physical documents is part of the digital transformation process, the priority should be establishing a digital-only document culture. This means stopping generating physical documents first and then digitalizing any remaining paper files.

    In this guide, we’ll explore how to automate document management from the ground up. We’ll dive into the challenges, benefits, and steps for a high-performance implementation.

    Start your journey toward efficiency and productivity with automated document management.

    Ready? Let’s dive in!

    What is Document Management?

    Document management is about organizing, storing, protecting, and controlling access to documents within a company.

    Automated document management involves storing files in a database where they are searchable, well-organized, accessible, and secure.

    This is achieved through technology such as software or platforms that automate the creation, capture, classification, retrieval, storage, and disposal of documents.

    The key pillars of document management include:

    • Organization: Adopting an organized system to boost productivity and make document retrieval faster.
    • Document Lifecycle: Managing documents throughout their lifecycle, from creation to disposal, ensuring compliance with company regulations and policies.
    • Efficiency and Effectiveness: Using technology to streamline workflows, ensuring better access, control, and communication among involved professionals.

    But to get there, automated document management systems must meet criteria like security, reliability, availability, and compliance.

    How Does an Automated Document Management Platform Work?

    These platforms provide features for creating, storing, managing, and sharing digital documents in a centralized, efficient repository.

    With automation, authorized users can easily access these documents online, enhancing corporate mobility and enabling remote work.

    For instance, Neomind’s Fusion Platform offers advanced search filters, access control, versioning, and detailed logs of document activity. All access, editing and other actions informations are registered with details such as date, time and user.

    In our day-to-day work activities, Fusion’s EDM Module provides users with features such as:

    • Document Capture: This is the process by which files become digital or electronic. It can occur through direct electronic creation, digitization of physical documents, importing electronic documents such as spreadsheets, emails, or importing from other systems. Additionally, it includes the automatic generation of these documents, such as reports generated by software.
    • Centralized Storage: Everything is stored in a single, secure repository for easy document access.
    • Indexing and Retrieval: This feature allows each file to receive a type of identification tag with metadata. Relevant information such as title, date, author, and keywords is attached to each document. Indexing is essential for simplifying the search, retrieval, and location of information within the documents.
    • Version Control: Tracking document changes and ensuring access to the lates, authorized version.
    • Workflow Automation: Streamlining processes like approvals, notifications, and signatures.
    • Information Security: Offering access control, encryption, and auditing to protect layers to ensure document integrity.

    Do you want full access to this step-by-step guide? Download the full ebook now:

  • From the TO BE Model to Automation with Fusion Platform

    From the TO BE Model to Automation with Fusion Platform

    The transition from the TO BE model to automation is a critical step when aiming to enhance business processes.

    In this type of optimization, the TO BE model offers a tangible vision of how workflows will be carried out in the future. Essentially, it provides an ideal blueprint for task execution.

    However, even with precise planning, going from design to reality may require adjustments. That’s why it’s essential to understand how the transition from the TO BE model to process automation unfolds.

    What is the TO BE Model?

    When discussing the TO BE model in process automation, we refer to an idealized version of process execution—how the workflow and task systems should function.

    The goal is to leverage technology to reach new levels of efficiency by automating repetitive, bureaucratic, non-value-added, or complex tasks.

    In this context, the TO BE model represents the future state of our business processes, offering an improved alternative to the current state.

    It’s essentially an activity redesign aimed at optimizing corporate routines.

    To comprehend how the automation process occurs, first, tasks are mapped and described as they currently stand, a stage called the “As Is.”

    Afterward, the TO BE mapping defines the future state or the desired outcome. A new structure is then created to enable an optimized, automated execution.

    At this point, tools that add value to the processes, including BPMS, are identified.

    Transitioning from the TO BE Model to Automation

    For the TO BE model, or the planned future state, to become a reality, moving forward with process automation is crucial.

    Think of this process as bridging the gap between concept and execution. It involves a series of planned steps that must be executed for the transition from the TO BE model to automation:

    Defining the TO BE Model

    Like any business strategy, defining clear objectives is essential. It’s important to determine what the system should accomplish, the benefits it will bring, and how automation will contribute to our company’s success.

    Since the TO BE model is a vision of the future, planning begins with how processes will function once improvements have been implemented.

    Map how processes currently operate (the “As Is”), analyze necessary changes, and identify critical points, bottlenecks, and how the current technology infrastructure supports existing demands.

    With this analysis, create a detailed model of how the new process should function. Include systems, software, and other resources that need to be implemented to boost efficiency.

    Selecting Tools and Planning Automation

    The next step is to decide how the planned process model will be automated.

    First, select the platforms that best meet the requirements and identify the tools that will automate the process.

    Then, draw a new process diagram detailing how components, participants, systems, and other processes will be integrated and connected.

    It’s also crucial to specify all technical and functional requirements for automation. Flowcharts and BPMN methodology provide a detailed view of how activities will be executed in the future.

    Decide whether the change will be gradual—implemented in phases—or carried out all at once. This decision is directly tied to the complexity of the processes. The recommended approach is scalable, allowing automation to progress step by step.

    Implementing Automation

    This is literally where the plan becomes reality.

    For it to run smoothly, the chosen platform is programmed and configured to automate bureaucratic, repetitive, or complex steps as previously defined.

    At this stage, the software must also be integrated with the company’s existing systems. For example, integrating BPM automation with ERP data.

    It’s vital that the selected platform supports concept testing. This ensures that the automation functions as expected and meets the TO BE model’s goals before making a full investment.

    Additionally, training the involved professionals is critical for automation to deliver the desired results. This means not only learning how to use the new tools but also understanding how to execute the processes.

    The more employees feel included and understand the procedures, the less resistance there will be to change, and the higher the productivity.

    Managing and Making Adjustments

    After implementation, it’s important to manage indicators and monitor automation performance. Collecting performance data enables the processes’ continuous optimization and improvement.

    Moreover, ongoing analysis and management of processes allow the system to adapt to changes in the environment. Automated processes can be adjusted and modified quickly and easily.

    Keep in mind that automation is never truly “finished.” There are always new opportunities to automate more tasks and processes. Embrace a culture of continuous improvement to identify ways to make processes more efficient and effective.

    Automating Processes with Fusion Platform

    Choosing Neomind’s Fusion Platform as a solution for transitioning from the TO BE model to automation ensures seamless activities integration and flexibility.

    The platform provides comprehensive process management, document control, risk management, indicators, and digital signing.

    As a trusted business partner, Neomind’s Fusion Platform guides you through every step to achieve automation efficiency. Fusion Platform includes:

    • Analysis of the current state (As Is) to identify inefficiencies.
    • Definition of the future state (TO BE) with clear objectives.
    • Detailed planning for automating processes.
    • Custom configuration of Fusion to tailor workflows and integrate systems.
    • Implementation and rigorous testing.
    • Employee training for smooth adoption.
    • Continuous monitoring for ongoing improvements.

    Using BPMN notation for mapping, the automation process with Fusion Platform is simple, fully controllable, and adaptable. Through its Analytics Central, you can track and analyze automated process performance in real time.

    Beyond improving processes, Fusion Platform delivers a wide range of benefits, including increased efficiency, reduced errors, higher productivity, and enhanced overall effectiveness.

    Fusion Platform also enhances corporate mobility with its mobile app, enabling you to manage processes, approve requests, or sign contracts directly from your phone—anytime, anywhere.

    The transition from the TO BE model to automation is the starting point for a more productive business, leading to success and better results.

    Try Fusion Platform today and unlock the full potential of automated process management.

  • What is OCR, and how does it work in practice?

    What is OCR, and how does it work in practice?

    OCR is a technology that has been nothing short of revolutionizing how we capture information from images. It’s a tool that, when adopted by companies, allows them to automate reading and interpreting their digital documents.

    Essentially, the technology consists of converting documents or images into editable and searchable text.

    In this sense, we can safely state that Optical Character Recognition increases operational efficiency and provides a much more accurate analysis of the data contained in natively digital or digitized documents.

    Digitizing and archiving documents, information retrieval, process automation, and accessibility are some possibilities offered by document management platforms that feature OCR capabilities.

    Due to its immense importance for document management and process optimization, let’s dive in everything that involves OCR technology.

    What is OCR?

    OCR stands for Optical Character Recognition. It’s a technological feature capable of converting an image or digital document into copyable and editable text.

    When you take a photo of a document and your phone allows you to copy the text as if you had typed it is precisely what it does: it gives us the ability to extract data in the form of actual text.

    Although very useful, it isn’t a feature that steals the spotlight. After all, it works in the background, the text is extracted, but the extraction mechanism is not seen.

    You know that you can copy the text entirely and paste it into a message, for example, but you don’t actually realize that OCR is doing it.

    Without Optical Character Recognition, an image is just an image. We simply can’t edit, copy, or search for items present in that file.

    OCR can recognize letters, words, patterns, line items, phrases, and in some cases, handwriting. To improve the accuracy of data extraction, the technology is commonly associated with Machine Learning and Artificial Intelligence.

    Therefore, the feature adapts and gets better as it is trained, expanding the range of processed documents.

    The moment a company decides to adopt this type of solution, the possibility for process automation goes to a whole new level. As it works with large volumes of data, OCR reduces manual operations, ensuring greater productivity and performance.

    How does this feature work?

    The functioning of OCR consists of identifying and understanding the characters in the image, transforming them into binary codes understood by the computer. The processing happens in three parts:

    • 1st Pre-processing: initially, the technology will seek ways to make the image clearer and more suitable for data capture. This includes eliminating shadows, converting everything to black and white, re-framing, and excluding what is not text;
    • 2nd Recognition: at this stage, there are two methods employed. The first is a comparison between the extracted characters and a previous base of symbols to recognize patterns. The second captures each characteristic of the text, such as edges, curves, and contours, to compose a format and converge to an identification that appears to be the closest.
    • 3rd Post-processing: finally, the eligible characters from the image are compared to a word base consistent with the context, according to a specific logic. Subsequently, the OCR algorithms check which element in the database has the highest percentage of chances of matching the extracted character. Thus, the text is recognized, with errors corrected and formatted according to the rules of the language or idiom.

    It may seem complex, but the information extraction process happens in a matter of seconds. This explains why OCR is such an important part of business document digitization and sorting.

    Advantages provided by OCR

    Within businesses, OCR can be used in processes from different departments, such as finances, management, accounting, and marketing, just to name a few. Among its positive outcomes, the following stand out:

    • time saving, efficiency, and agility;
    • automation of processes where document data is automatically extracted;
    • reduction of rework and backoffice costs;
    • reduction of errors resulting from incorrect manual entry;
    • simplified workflows;
    • better user experience without the need to fill out extensive forms, and no rejections due to typing errors or incorrect information entry;
    • document verification and database search, such as the Federal Revenue Service, reducing fraud;
    • digital accessibility;
    • improvement in document organization and control, enabling information retrieval;
    • greater security and document compliance.

    OCR in Electronic Document Management

    It’s practically impossible to talk about efficiency in document management without mentioning OCR. Every day, companies receive and process a large volume of data and documents. This scenario justifies the need to adopt an electronic document management system.

    In practice, firstly, Optical Character Recognition will validate the received document, analyzing the image quality and automatically rejecting photos that are not documents.

    Regarding electronic document management, Fusion Platform works with OCR in its GED feature. This combination digitizes and automatically converts documents, eliminating the need to input data manually.

    Thus, it is possible to extract relevant data, such as name and date of birth. This information can be added to process forms, ensuring workflow agility.

    Documents are indexed so that the extracted data is categorized and can be searched according to criteria or keywords.

    In this sense, within companies of various sizes and fields of activity, OCR is useful for:

    • digitizing documents and facilitating storage and search;
    • extracting information from images such as receipts, invoices, bills, and other documents;
    • making PDF files editable and accessible;
    • speeding up the workflow;
    • automating tasks involving text manipulation.

    Neomind’s Fusion Platform uses OCR to extract information and make documents searchable with full permission control. In other words, only authorized users can access, manipulate, and edit certain documents.

    PDF files are converted into editable texts, and future modifications will be attributed and recorded in the digital versioning flow. Documents can also be digitally signed, with all security and legal validation.

    Don’t waste more time extracting data from documents manually, implement document management and reap all the benefits of OCR.

    Try Fusion Platform and check out these and many other advantages.

  • BPMN 2.0: Process Modeling Standardization

    BPMN 2.0: Process Modeling Standardization

    BPMN 2.0 notation is the most widely used process modeling language worldwide. It is considered the best alternative for representing company activity flows.

    But what does this actually mean? It means analyzing and describing processes to make them understandable, optimized, and manageable.

    For this, the tasks flow diagram is composed of universal symbols following international standards.

    When it comes to process management, this diagram plays a fundamental role in understanding and improving activity flow. This type of notation is key for process automation, enabling modeling to communicate with the BPM context.

    BPMN 2.0 notation is immensely important and valuable for companies in order to illustrate a process clearly and simply.

    What is BPMN 2.0?

    Known as Business Process Modeling Notation, BPMN 2.0 is a standardized graphical language for representing the flow of activities to be executed.

    Based on symbols, this visual representation is rich in complex details that favor end-to-end process modeling.

    By offering a standard notation, the tool can represent complex process semantics for technical users while remaining understandable to other collaborators.

    Initially, BPMN 2.0 was stipulated to improve communication between sectors and people. Now, as it evolves and advances, it allows processes to be illustrated, deeply understood, and improved.

    It is intended to be used by those who design, manage, and execute processes. While also translating diagrams into automation software.

    The BPMN 2.0 version is an evolution of the methodology and encompasses a set of richer and more detailed symbols and notations.

    BPMN 2.0 Characteristics

    The main characteristics of BPMN 2.0 are language standardization, use of symbols, and different elements that facilitate process visualization and understanding.

    By representing everything visually, it gives stakeholders a complete understanding of the activity flow to be followed.

    Clarity in the sequence of activities favors process implementation, modifications, and updates. Additionally, when modeling occurs through a platform, there is collaboration among professionals, resulting in high-quality descriptions.

    These diagrams can be used to generate executable code for a business process management system. This, in turn, enables process automation.

    BPMN 2.0 is maintained by the Object Management Group, an international organization that produces and maintains specifications for a technological standard.

    What should BPMN 2.0 be used for?

    Using a BPMN 2.0 notation serves a variety of purposes, including:

    • Documenting existing business processes;
    • Designing new processes;
    • Analyzing and improving processes;
    • Enabling and facilitating execution and automation;
    • Enhancing integration between professionals involved in the process;
    • Intuitive notation understandable to employees who can model processes without being BPM experts;
    • Reducing communication noise between elaboration, implementation, execution, and management of processes;
    • Supporting business process management;
    • Employee training and empowerment;
    • Integrating different software systems involved in the process.

    As a practical example, BPMN 2.0 can be used to model the production process of a product, loan approval, purchase requests, customer service, document issuance, and other processes existing in companies of various sectors, sizes, and fields of activity.

    What comprises BPMN 2.0 and how to use it

    Basically, the BPMN 2.0 language marks each action of a process with a symbol. The elements that compose this kind of diagram include:

    Flow objects

    These objects are subdivided into three parts: activities, events, and gateways.

    Activities correspond to the work that is executed, what needs to be done, and are symbolized by squares.

    Events, represented by circles, are occurrences, something that happens and can represent external events that influence activities. Gateways, symbolized by diamonds, are points that determine the path the activity flow will follow.

    Connection objects

    These elements are used to link the sequence of workflow. Represented by a solid line with an arrow, the sequence flow shows the order in which activities are executed.

    Message flow is represented by a dashed line, an open circle, and an open arrow at the end, indicating messages flowing between two or more activities.

    A dashed line symbolizes association, connecting artifacts to flow objects.

    Swimlanes

    To understand swimlanes, think of swimming competition lanes. The pools are processes and their participants. And the lanes are the roles, areas, and responsibilities inherent in these activities.

    Artifacts

    Artifacts bring greater detail to workflow and have specific representations.

    The association connector connects the artifact to a specific point in the process and is represented by a dashed line.

    Data objects are information that can be consulted to perform certain activities, symbolized by a page with the upper right corner folded. If it is to identify data entry, it will be connected with an empty arrow pointed to the folded end. In the case of output, the arrow is filled and pointed to the fold. For collection, there are three filled rectangles at the bottom of the page.

    The use of artifacts completes the flows, making them more comprehensive without affecting development. It also standardizes task execution and serves as a reminder in certain cases.

    Using all the resources of BPMN 2.0 makes the process more complete and structured, especially regarding connector resources and associations.

    Modeling processes with Fusion Platform

    As mentioned, BPMN 2.0 notation favors process modeling and automation.

    Neomind’s Fusion Platform is a process, indicator, and document management platform. And, its entire process structure may be performed using BPMN 2.0 notation.

    By streamlining information in a single system, this ensures a holistic view of your organization, assisting you in identifying areas that need to be optimized.

    The solution allows users to be created with permission to access and even edit the process activity flow and related documents.

    Being mobile-friendly, it allows information to be accessed anytime, anywhere.

    With Fusion Platform, repetitive tasks with a high error rate are automated. In other words, employees focus on more strategic and innovative activities.

    Performance measurement and performance are facilitated by real-time data visualization, making the decision-making process more effective.

    In addition to BPMN 2.0 notation, the Fusion Platform has a user-friendly interface, ease of use, and customization to meet your demands.

    One of the great advantages is that you can try Fusion Platform directly in your processes.

    Take advantage of the solution to understand the benefits of automation using a Platform for Process, Document, and Indicator Management where it is possible to model activities with BPMN 2.0.

  • Macroprocesses: the definitive guide

    Macroprocesses: the definitive guide

    In a constantly evolving scenario, and with the challenges faced daily by companies from various sectors, ensuring business sustainability and success demands a solid approach. Macroprocesses are among the pillars of business strategy and efficiency.

    There is a series of procedures, activities, and tasks that are performed daily to achieve certain objectives and goals.

    Everything that is executed and is directly related to the raison d’être of the company can be an integral part of a macroprocess.

    This ebook brings you a complete and definitive guide to help you understand the importance of macroprocesses and how essential they are to improve organizational performance and efficiency.

    Additionally, we will provide an insight into how the use of technology and digital transformation are crucial items for implementing this vision and driving organizational development.

    Understand the benefits and how to align macroprocesses with technology to achieve greater agility, seize opportunities, and consistently meet market demands with standardized quality.

    Go on and enjoy your reading!

    What are macroprocesses?

    Macroprocesses are a set of processes and activities that are grouped or combined to achieve a specific strategic objective within the organization. They can also be understood as organizational structures that represent a high-level view of the main activities and processes.

    Thus, a macroprocess is the combination not only of processes but also of different sectors and employees with different roles and functions.

    For a set of processes to be considered a macroprocess, they need to be directly correlated. Even if they occur sequentially or in parallel, all processes have a certain degree of correspondence or are related to achieve strategic objectives.

    Unlike other activities, business macroprocesses must be aligned and directly related to the company’s mission and raison d’être. Therefore, they represent functions, activities, tasks, and everything that is carried out to achieve the company’s core business.

    In general, a macroprocess can provide a holistic and comprehensive view of the entire business, mainly eliminating information silos.

    Identifying my company’s macroprocesses

    Identifying a macroprocess involves understanding the company’s environment as a whole. Because of that, a comprehensive analysis of activities and workflows is necessary to identify the areas of operation that support strategic objectives.

    A good practice for identification is to answer some questions such as:

    • What demands does my company meet?
    • What do we do and what are the steps we follow?
    • How many sectors are involved?
    • Is the work standardized, and is the quality of delivery always the same?
    • What impacts does each activity have on the final result?

    The clearer these questions are answered, the greater the understanding of the interconnections, interdependencies, and the company’s processes complexity.

    Examining the importance and impacts of activities in detail favors the visibility of existing macroprocesses.

    To identify macroprocesses, it is necessary to define and understand the organization’s strategic objectives.

    Complete mapping a given workflow provides important data about all existing processes. One of the pieces of information brought by mapping is its relevance in relation to strategic goals. Those with higher levels of importance tend to become part of or become macroprocesses.

    Regarding interconnections, consider which processes can be grouped and the dynamics of the organization.

    Although not the focus, all this investigation for identification already points out possible improvements and redundancies that must be eliminated to make the organization more efficient and evolved.

    As you might imagine, macroprocesses are not static and change as the company’s purposes change. To know more about this subject, download the full ebook:

  • GRC: Governance, Risk, and Compliance

    GRC: Governance, Risk, and Compliance

    GRC is an acronym formed by Governance, Risk, and Compliance, and despite being short, it is a cornerstone for companies to carry out their operations following regulatory procedures.

    As a fundamental basis for organizations, it encompasses practices, policies, and procedures to ensure compliance, mitigate risk, and ensure all levels of the company operate ethically.

    It is undeniable how essential it is in the current, very challenging, business reality.

    GRC improves risk visibility and understanding, aligns efforts with business priorities, and ensures access to and optimization of information for quick and assertive decision-making.

    In this sense, technology comes as an innovative solution capable of facilitating implementation and assisting in addressing market demands, swings, and dynamics. By combining the two strategies, you simplify and optmize process execution.

    Now let’s understand what GRC is, its importance, and how, when combined with the right technologies, it strengthens companies to face challenges with precision and integration.

    What is GRC?

    Governance, Risk, and Compliance, GRC, is a system used to unify and align your approach to risk management and regulatory compliance.

    Considering this practice allows companies to improve their performance by aligning activities with business goals. This, while managing risks and meeting applicable regulations.

    In a didactic way, GRC is “an integrated set of capabilities that enables the organization to reliably achieve objectives, address uncertainties, and act with integrity.”

    GRC strategies consist of:

    • Governance: refers to the management of processes, structures, and policies to ensure that the organization’s activities are aligned in support of and promotion of the organization’s goals and objectives. Governance involves how directors and other executives gather data, make decisions, and communicate with other stakeholders.
    • Risk: involves identifying, assessing, and controlling threats and risks to the organization. There is a vast array of risks, internal and external, faced by companies. Their management depends on assessments, internal auditing, and identification of critical or uncertain areas.
    • Compliance: aims to ensure that activities operate in alignment with laws and regulations. These rules refer to government laws, such as LGPD and sustainability. And also to internal policies and procedures established internally.

    In general, GRC encourages companies to centralize their data and information, ensuring that inconsistencies are resolved without affecting processes.

    What are the risk types?

    In a way, GRC is directly or indirectly related to the possible risks that the company may face.

    If changes in processes can bring risks, keeping them without improvement or innovation is also a delicate matter.

    As we mentioned, there is a multitude of possible threats faced daily by companies. Some types of risks can be pointed out as:

    • Strategic: all those that affect business strategies;
    • Operational: those that can interrupt, alter, or affect operations and processes;
    • Technological: involves all connected components, including failures in applications, databases, cyberattacks, or infrastructure;
    • Data: data theft or corruption, and any risk involving the leakage of confidential information.

    In addition, companies can suffer financial losses due to lack of protection and reliability. And, this does not involve only internal policies. It is necessary to ensure that all partners, customers, and suppliers have good practices to not affect the organization’s reputation.

    There is also compliance risk, which occurs specifically when non-compliance affects compliance with laws and regulations.

    Does my company need GRC?

    Companies of all sizes and sectors that wish to maintain sustainable growth in the current scenario, need to implement GRC.

    Efficient GRC can provide a high level of transparency, accountability, and performance. And, it enables easy adaptation to regulations and their constant changes.

    When well implemented, it ensures a broad and holistic view of the entire company. In addition to sharing information to define policies for compliance with regulations.

    As benefits, GRC implementation provides:

    • Data-driven decision-making;
    • Operations responsible to ethical values;
    • Improvement in all security aspects, especially cybersecurity;
    • Cost reduction and duplication of activities;
    • Quick and easy access to information;
    • Transparent and assertive communication;
    • Greater adaptation to market changes or new regulations;
    • Competitive advantage by having a risk containment plan.

    GRC as a strategy requires the company to standardize its processes so that activities are always carried out in the same and best way. This practice allows activities to be automated, as well as repetitive and redundant activities to be eliminated.

    Using technology for governance, risk, and compliance management

    When your GRC is well structured and organized, it drives the organization’s growth. And, having an Integrated Management Platform further enhances the success of the enterprise.

    Technology is a kind of support arm, and it needs to be integrated with other tools and processes that make up the organization’s structure. So that all standards and practices become part of the business culture.

    In addition, it should not have a complex structure. But, it should enable the centralization of information, reducing the risk of duplication or rework.

    Centralized data is easily accessed, including remotely, ensuring constant compliance monitoring.

    As an Integrated Management Platform, Fusion is capable of managing policies, assessing risks, controlling access to information, and ensuring traceability for audits.

    As it is integrated with the company’s other solutions, it makes it possible for updates to regulatory changes to occur quickly and practically.

    Regarding security specifically, Fusion allows granting or denying access to information.

    In addition, the solution has a specific module for Risk Management, enabling the identification and classification of each threat.

    In the tool itself, it is possible to create an action plan to contain or deal with each item seen as a threat to the company.

    Focusing on Process, Document, and Indicator Management, Neomind’s solution favors and streamlines internal audits, comparing actual performance to GRC objectives.

    Manage your risks, ensure compliance, and improve your governance. Don’t suffer from changes in regulations and the market, try Fusion Platform and maximize the success and growth of your business.

  • ITSM: What is it and how to manage IT processes?

    ITSM: What is it and how to manage IT processes?

    Have you ever realized that within a company, every piece of hardware like a printer provides some kind of service? With that in mind, does your company adopt ITSM for managing its technological services?

    There’s no doubt that since its emergence, technology is an important ally to businesses., With recent events such as the Covid pandemic, however, its relevance became even more evident. Today, it’s difficult to imagine how to carry out a process from start to finish without using digital tools.

    Dependence on tech ended up creating a new challenge for companies: how to maintain the efficient, updated, and uninterrupted provision of technology services?

    To face this new scenario, the concept of IT Service Management (ITSM) emerged. So let’s understand what it is, how it works, and which platform is a great ITSM ally.

    What is ITSM?

    An IT Service Management, or ITSM, is a tool for managing the entire IT service lifecycle. Being strategic, it aims to find means for technological resources to be used and leveraged properly within companies.

    The word “service” should be understood broadly. It refers to everything that the IT department does to meet user demands. Developing solutions or handling support requests are classic, common examples of IT services.

    ITSM involves processes, activities, and tasks, from creation to the actual provided support, for instance. Its concept emphasizes that IT should function as a single service, focusing on business objectives and user needs.

    We previously asked if you consider a printer to be a service provider for your company. And the answer is yes. From the perspective of IT service management, its service is to print reports and documents. In other words, it’s an input that needs to be managed.

    In this aspect, ITSM encompasses all aspects related to information technology, from basic configurations to adverse events, breaches, servers, software, hardware, etc.

    Adopting ITSM is important because technology is requested daily. And, directly or indirectly, it is involved in the execution of all companies’ activity flows.

    What are the ITSM processes?

    ITSM processes are planned, coordinated, and executed activities to manage, provide, and improve organizations’ IT services.

    Focused on aligning technology with business needs and objectives, ITSM manages:

    ●       Service requests: involving customer support, such as password resets, application access, software enhancements, updates, etc.;

    ●   Knowledge: a multidisciplinary approach involving collecting, organizing, analyzing, distributing, and managing the knowledge and information of a company. It includes technical specifications, best practices, and lessons learned;

    ●       IT resources: covering monitoring, control, and proper use of technological resources throughout their lifecycle;

    ●       Incidents: tracking and responding to an unexpected event or service disruption. As companies demand many technological services, failures are commonplace and must be quickly addressed. This management aims to restore normal operations as quickly as possible;

    ●       Continuous improvement: involves identifying and constantly implementing strategic improvements to businesses, changing scenarios in favor of evolution and service efficiency;

    ●       Changes: ensures that standard procedures are used to efficiently and quickly change IT infrastructure. Through this point, management provides context and visibility to avoid bottlenecks and reduce risks;

    ●       Changes and releases: mapping scheduled and planned changes to the infrastructure so that they are successfully implemented with minimal risk;

    ●       Configuration: provides a reliable repository for system information, providing greater control and meeting needs;

    ●       SLA: monitoring service levels to identify weaknesses and develop corrective actions to avoid non-conformities and increase user satisfaction.

    The benefits of ITSM

    IT service management benefits the company as a whole, especially departments and individual users.

    In this sense, ITSM ensures:

    ●       Greater agility in adaptation, with flexible methodologies to respond promptly to market changes;

    ●   Cost and waste reduction;

    ●       Improved response to problems and incidents, minimizing impasses;

    ●       Compliance with sector-specific regulations, so that processes are carried out within legal limits;

    ●       Improved service delivery, implementing consistency and high quality, ensuring total user satisfaction;

    ●       Greater productivity for the IT department;

    ●       Higher process efficiency and optimization;

    ●       Encouragement for an innovation culture;

    ●       Continuous work due to the ease of accessing information and making support requests from any device, time, or place;

    ●       Clarity in task distribution and responsibilities.

    Success formula: adding ITSM and Fusion Platform together

    Neomind’s Fusion Platform is an Integrated Management Platform that allows coordinating various organization functions and processes in one place. This scenario facilitates adoption and execution of ITSM processes.

    By integrating with other software, Fusion collects, processes, stores, and provides centralized data from various sources. Integration, combined with remote access, provides IT teams with access to precise and up-to-date information on services, incidents, changes, or issues. 

    Specifically regarding support, there is a record of opening or closing times for tickets.

    With Fusion’s document management capabilities, agreements and contracts are fully complied with following deadlines and specific characteristics. On top of that, processes are recorded to facilitate access to technical specifications and work instructions.

    Since all movements are recorded and traceable, there is visibility and control over the entire environment and service performance.

    Another important benefit is the execution of tasks, such as opening tickets, approving changes, or managing assets, directly on the platform, with process automation.

    In the Analytics module, valuable information such as performance indicators, and data related to processes and systems are monitored in real-time. 

    By implementing the platform, organizations can maximize ITSM initiatives through a holistic view of IT service management.

    The culture of adopting innovative technologies, optimized and constantly improved operations, makes departments more collaborative and integrated.

    Fusion Platform and ITSM are intrinsically linked when it comes to improving IT services, increasing operational efficiency, and meeting business needs.

    Want to enjoy all the benefits of ITSM?

    Try Fusion Platform and see how an Integrated Management Platform can provide greater efficiency, control, and productivity for your business’s IT services.

  • Goodbye, dead file!

    Goodbye, dead file!

    When a company is in its early years, it’s normal (although not recommended) for it to keep client and supplier files in drawers to keep them accessible at arms length. But as their business grows, so does the amount of paper (dead file), and if previously they could leave records even on their office desks, it will become impossible due to space constraints at some point.

    Many of these documents are called active records, which are precisely the documents that are still actively used by a company. Generally, they are accessed daily or monthly. They refer to the types of documents that, if printed, are located in an easily accessible place.

    Over time, many of them cease to be used, but that doesn’t mean they lose value for legal or other reasons.

    In large organizations, these records can be a real problem because the space to store something that is not constantly used can represent a high cost. The dilemma becomes even greater when many of these documents could already be discarded, but no one even remembers that.

    The good news is that with document management automation, it’s possible to say goodbye to the dead file. Learn how in this article.

    What is a dead file?

    Any document that is no longer needed in the daily operations of an organization but must be kept for historical, administrative, or legal purposes is known as a dead file.

    There are several reasons why a company needs to retain this type of file. They are:

    • Some documents may need to be accessed at some point and therefore must be kept;
    • Some records may need to be kept permanently for legal, accounting, tax purposes, etc.;
    • Some documents may serve as a reference for creating a new one or even for updates;
    • Many documents must be retained until they reach their defined lifecycle in the records retention planning.

    These documents – the dead files – can present a multitude of challenges for our companies. When stored physically, the most significant challenges are the high maintenance costs, storage space, and time wasted managing them.

    Regarding maintenance, we must not forget the risks involved, such as data security breaches and problems that may occur if the company experiences a disaster such as fire and flooding, resulting in the loss of records.

    Another important issue to consider is that within the dead file there are those documents that have become useless and can be discarded. However, if the company does not have control over these documents, it is very likely that they will end up being stored for years, occupying space unnecessarily.

    To reverse this necessity, it is necessary – sorry for the pun – to “kill the dead file.”

    How to put an end to a dead file?

    Dead files consist of documents and other information that are no longer necessary to conduct daily business. That is, we understand that these are the records that your company needs to keep but that may only be used occasionally, or that have expired but still take up space.

    Check out the following steps to deal with this situation:

    Digitize your documents

    The first step is to develop a dead file storage management system that:

    • Facilitates retrieval, that is, if someone needs a given inactive document, it should be easy to find;
    • Should be discarded if it is of no use.

    For this to happen, all documents in your company must undergo a digitization process. Ideally, at this point, you should use an ECM tool (short for Enterprise Content Management). Among other functions, an ECM software captures documents and stores them securely, keeping them accessible and organized.

    It’s worth highlighting as well that as ECM manages content in general, having it means not only having digitized documents but also all content recognized because good ECM software features Optical Character Recognition (OCR) technology, which serves to recognize texts in scanned documents, and Barcoding.

    Understand your documents’ lifecycle

    As explained in this other article, every document goes through the following phases:

    • Creation: production of forms and the use of modern technologies in the process.
    • Utilization: involves using documents to carry out organizational activities. It addresses file management, file system improvements, and process automation.
    • Archiving: addresses the processes of conservation and preservation of documents, the construction of access policies, and the creation of metadata.
    • Disposal: involves decision-making regarding document retention and the creation of retention programs.

    In the last stage, therefore, it is defined whether the record will be eliminated or archived, possibly becoming a dead file.

    Understand that the decision of when a document becomes inactive and what types of documents will receive this status depends a lot on the need and the document itself. This brings us to the next step.

    Determine when a record becomes a dead file and what to do with it

    You can manually track this in a spreadsheet, for example, but, as we mentioned in the digitization phase, relying on technology will speed up the work. After the documents have been digitized and the phases understood, it is necessary to define at what point a record will be considered a dead file.

    Here we highlight another step in ECM, which is content preservation. In it, long-term care is defined. In other words, it is in this phase that archiving is defined, always thinking about content protection and easy access in case someone needs the document in question.

    And whenever a document can be eliminated, the system itself, which is connected to a process, can send a notification, and a responsible user can definitively dispose of it.

    Always maintain an audit trail

    Basically, through the audit trail available in ECM software, you can find out who did what with a document throughout its lifecycle. As we mentioned, a dead file may be the type of record you will never view again, but it may be something that will occasionally be accessed.

    Especially for legal purposes, it is very important that even though the file is “dead,” your company can ensure that it has control over its changes or even revisions. This is also essential for compliance issues.

    So, is it time to say goodbye to your dead files?

    If finding documents is an endless job and storing them requires space your company doesn’t have, it’s past time to consider automating your organization’s document management.

    If a record no longer needs to be kept by your company, then it needs to be eliminated. Since doing this manually can be very labor-intensive, not to mention that you run the risk of discarding a document that couldn’t be discarded, the best way is to rely on technology.

    In this article, we explained in a very simple way the process of archiving a document and how an ECM software can help (or GED – Document Management System).

    To learn more, try out the Fusion Platform’s ECM/GED module! And if you have any questions, feel free to contact us!

  • Virtual Reality or Augmented Reality? Find out the difference here!

    Virtual Reality or Augmented Reality? Find out the difference here!

    In today’s world, we frequently come across news and articles about two cutting-edge technologies, namely Virtual Reality (VR) and Augmented Reality (AR). While these are often associated with entertainment content, such as games and movies, their use cases actually extend far beyond that. To understand the possibilities each one brings, let’s dive into their concepts and analyze where they converge – and where they differ.

    What is Virtual Reality?

    Virtual Reality (VR) is a human-machine interface technology designed to recreate a sense of reality for an individual within a computer-generated fictitious environment. This immersion occurs in real-time using computational equipment like computers, VR headsets, and more. VR technology has been discussed and applied for quite some time. In the 1950s, the U.S. Air Force built simulators for tests, and in 1962, filmmaker and VR expert Morton Heilig invented what he called the Sensorama — a cabin combining 3D movies, sounds, mechanical vibrations, scents, and fans to immerse users convincingly in a motorcycle ride through Brooklyn.

    As with many inventions, VR initially had military applications in the 1950s but has gained prominence today, becoming more accessible to the general public due to decreased equipment costs, such as VR glasses, and increased computational power to fuel these immersive experiences. Speaking of costs, VR glasses are a crucial component, with prices ranging from $200 (Oculus GO) to $500 (HTC Vive), or approximately R$ 5,000.00 in Brazil for the latter. Worthy of note is the Playstation VR, which plays a significant role in the entertainment industry, albeit at a relatively higher price of $359. It’s essential to consider that most VR glasses require a computer to generate and render the virtual environment’s images, and depend on powerful computers and GPUs (Graphic Processing Unit) to create a convincing experience.

    Virtual Reality use cases in companies

    Now that we’ve clarified involved concepts and hardware, let’s check some examples of how it can be used in the corporate environment:

    1. Training: Safety training, for instance, where the learner first engages in a virtual and controlled environment before interacting with the real one, like a factory.
    2. Proofs of Concept: Simulation of the ergonomics of a new car through the virtual simulation of its cockpit or interaction with a new product virtually.
    3. Education: Universities use VR to deepen teachings in fields like medicine and engineering, making theory more tangible and aiding student content absorption.
    4. Remote Maintenance: Industries utilize VR to enable a technician to remotely fix equipment, using a real operator as an interface.
    5. Pain Treatment: Through partnerships with universities, companies can alleviate patient pain by diverting their focus with VR games during medical procedures.

    What is Augmented Reality?

    Augmented Reality (AR), as the name suggests, seeks to integrate virtual information with the “real” world that our eyes perceive. Slightly different from VR, AR does not create an entirely new world but adds elements to our existing one. The history of AR is relatively recent, with the first military applications dating back to 1992 with U.S. Air Force’s Armstrong laboratory’s Virtual Fixtures system.  used lenses and robotic arms to give the impression that the robot’s arms were the user’s.

    In recent years, AR has gained popularity through gadgets like the Nintendo 3DS portable console, featuring AR games and cards, as well as in smartphones and tablets. A well-known example of this technology is the Pokémon GO phenomenon. Currently, AR works with surface recognition, such as QR codes, allowing cameras to capture height, depth, tilt, and various factors of the real environment. Advanced technologies don’t require such artifacts, recognizing real things like walls, corners, objects, and people, augmenting reality with real-time generated objects on the screen (or lens, in the case of AR glasses).

    In terms of devices, several allow experiencing AR, such as:

    1. Smartphones and Tablets: These devices, equipped with cameras to capture the real world, screens for AR visualization, and processors to generate it, are currently the most popular means of interacting with this technology.
    2. Glasses and Lenses: A prime example is Google Glass, seemingly ordinary glasses that project AR information. A simple application would be Google Maps, where you can overlay the map with real streets on the glasses’ lenses.
    3. HUD (Heads-Up Display): A technology used in fighter jets to project relevant information on the aircraft’s glass. Nowadays, it’s used in various car models to display information like speed, autonomy, GPS navigation, among others.

    In terms of costs, AR is more flexible than VR, as any smartphone allows AR applications. AR glasses, like the Lenovo Mirage series, can be found for approximately $300 to $400.

    Augmented Reality use cases in companies

    Beyond entertainment, Augmented Reality is making its mark in the corporate environment, for example:

    1. Video Conferences: Besides transmitting participants’ images, it can render 3D graphics and plans, enhancing content.
    2. Interactive Catalogs: Products and parts capture the consumer’s attention. A simple paper catalog becomes an interactive one when the customer has a device or app capable of interacting with Augmented Reality.
    3. Prototypes: Enables the visualization of prototypes in a real environment. For instance, projecting a 3D piece of furniture in a space or a virtual part in a vehicle’s compartment.

    Closing thoughts: Virtual Reality vs. Augmented Reality

    In terms of availability and cost, Augmented Reality is simpler, as it is already used in the vast majority of smartphones and tablets on the market, while Virtual Reality requires specific glasses and significant computational power. In terms of immersion, they have slightly different approaches. VR aims for a deeper immersion, while AR leverages the real world and inserts new elements and information.

    Despite their differences, both complement each other, aiming to create an enriched (partially or entirely) reality. They are highly relevant technologies to be chosen based on the specific business scenario, considering the aspects of each.

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