Kofax and UCM Integration Use Case
An Electric Utility company wanted to streamline management of their paper corporate records, such as Work Orders, Cash Remittances, and Invoices. The company had been using a document management solution integrated with a Kodak scanner, but wanted to add the ability to set retention schedules to automatically delete records when they were no longer needed. The company's current solution could not handle the volume of records they generated. At the same time, the company was looking for a Web Content Management system to support new websites. They realized they needed an enterprise platform to manage the various information and knowledge that was being generated. Oracle Universal Content Management (UCM) offered the enterprise solution that would provide one repository for Web Content Management, Document Management, and Records Management. UCM would also easily integrate with Kofax Document Capture which could better handle their volumes of records. Kofax also provided the archive writer to produce microfilm (which the state recognizes as an “original version”) as well as an electronic record with the appropropriate retention schedule. The solution also assigns metadata in Oracle UCM, providing a total solution.
The integration of UCM and Kofax works as follows:
- Records are scanned into Kofax
- Kofax delivers records to the archive writer to be microfilmed as the original version
- Kofax sends a file to UCM with appropriate metadata
- The electronic record is then checked into the UCM system with no user intervention
- A retention schedule is automatically set based on the type of record
- Kofax OCR (optical character recognition) capabilities allow UCM to full-text index the record allowing for powerful search results
- The record is automatically deleted from UCM when its retention schedule identifies it is at the end of its lifecycle
