For a recent HTN Now webinar we were joined by CCube to discuss improving processes and security by managing corporate records utilising cloud technology. Manj Grewal, business development manager for CCube Solutions, shared with us his insight into tackling challenges in this space.
Speaking first about their 25 years of experience in the electronic document management (EDM) space, Manj presented a high-level overview of CCube’s corporate cloud EDM software, capabilities, and “the art of the possible around the digitisation and management of corporate records in a cloud environment”.
The corporate records EDM solution came about “following conversations with a number of trusts”, Manj shared, “whereby we identified a gap in the market, went away, and invested significant time and effort in developing our cloud native software as a service”.
Drivers for change and benefits
Discussing some of the main drivers for change existing around the implementation of this type of solution, Manj said: “From experience, space seems to be the start of a lot of these conversations – space is typically at a premium, and many of the organisations we’re speaking to are looking at repurposing space currently used for storing files.”
He also highlighted “significant cost savings” around digitising records, as well as the future opportunities that the process offers, such as developing a searchable centralised knowledge repository, which promotes collaboration, agile working, and improved information governance.
Another major factor for health organisations is sustainability, Manj noted. “Once we eliminate paper, files travelling around in vans from one location to another, or people having to go into the office just to view a document, we can better ensure those environmental benefits.”
Implications are also there for eliminating “the internal IT burden”, he continued. “The in-house systems are labour intensive and resource-heavy for IT departments to manage and maintain, whereas a cloud-first approach takes away the majority of that need.”
Typical use cases for organisations include in finance, research, pharmacy, board, meetings, HR, training, and more.
Keeping pace with innovation
“Over time, solutions have definitely evolved,” said Manj. “Whereas we were looking at a simple on-premise scanning to archive type of model, we’re now looking at things like AI-enabled cloud native platforms. We aim to adapt to modern working methods and the needs of our clients.”
CCube’s intelligent documentation processing (IDP) technology “allows our software to ingest information and perform things like automatic classification, and machine learning to automate the extraction, analysis and processing of data from documents. This means that our customers can benefit from automation and get some of that valuable time back.”
Documents that the IDP solution can process include emails, paper documents, board papers, and information from portals, which can be automatically classified to reduce the need for front-end sorting.
Key functionality
Manj moved on to discuss some of the other functionality offered by CCube’s solutions, including enterprise search and retrieval, which allows a search of entire databases, covering meta data, OCR, and handwriting recognition.
“When searches are performed, that means the system can present results even from handwritten documents,” he said. He explained that enterprise search also lends itself “naturally to searching for key words, names, personal identifiable data, which can also be easily redacted for disclosure purposes”.
The system also comes with file plans and retention schedules designed with customers, Manj shared, “meaning you don’t need to keep documents longer than needed, and ensuring GDPR compliance”; as well as supporting role-based access and full audit controls.
Demonstration
Manj walked our live audience through a brief demonstration of CCube’s user interface and some of the functionality available, including the document search feature, which enables users to find and sort documents by department, document type, and more.
For subject access requests, the demonstration showed how the solution could facilitate the process of exporting batches of documents related to a data subject, with the ability to manage the export and approval process from within the user interface, as well as to capture and store the requests directly within the system.
The demo also highlighted the solution’s ability to support compliance with GDPR, allowing customers to design a custom file plan, to ensure each type of document is managed in line with policies and regulations. “When a retention period is nearing its end,” the demo shared, “the system will present a list of relevant documents, allowing users to manually authorise deletion or extend the retention period.”
Manj then shared further insights through a question and answer session with our live audience, which saw him also provide information around costing. “It’s scalable depending on the size of the organisation and the amount of storage required,” he explained, “so it’s something we work with customers on to understand their needs and build that around those.”
Thank you for joining us, and to find out more about CCube’s offerings, you can visit their website here.
