Making Content Management Seamless: Matching Users’ Natural Behaviour

Repstor Affinity transforms the way users interact with and share information and documents, by making Office 365’s Outlook the default window into the M-Files Intelligent Information Management system. M-Files is now natively integrated within the Repstor Affinity Outlook plugin, with mobile support, offline options, luggage tagging and version control. Dr. Petri I. Salonen, General Manager for the Americas at Repstor, explains the benefits.

In an age where managing content has become something consumers do almost without thinking, businesses have realized that there is a user experience gap in the workplace. If people have to take special actions to keep content organized (so that it can be easily retrieved and shared), this conflicts with the way they instinctively want to work. Further, if every user doesn’t store files in the right places, things can unravel quickly.

Repstor addresses this issue directly, by enabling organizations to increase the productivity, usability, and efficiency of information workers using the software they have already invested in. Repstor M-Files integration enables organizations handling large volumes of documents to file these along with emails in a way that is natural and intuitive – i.e. without burdening information workers with extra processes. Those most likely to benefit include law firms, HR or logistics teams handling a lot of contracts; case handlers; or project management teams sharing latest plans and designs.

With the increased trend toward remote collaboration with colleagues and partners, the ability to support people working from other locations or on the road has become paramount. Information workers need reliable access to their emails and documents, and the ability to update or save new documents, always confident that they are working with the latest content.

Crucially, we support systematic content management natively within Microsoft Outlook when accessing M-Files Intelligent Information Management repositories. This means users can continue working as usual, while automatically storing and accessing documents in the appropriate places – even from mobile devices. They can continue working while offline, too. Best of all, this is seamless to the user: they don’t have to think about where the content is.


Why Documentation Accuracy Matters

Documentation is a powerful communications tool. Regardless of medium – a long report, a short email, or a quick note; when captured, should represent a clear and detailed memorialization of events. And in fields like law enforcement, legal to financial services and social services, the accuracy of documentation is one of the more critical components of the job.

We talk accuracy each, and every day; how our voice and language solutions take spoken words and intelligently transcribe them into text. Above and beyond getting spelling and context of dictation right, there’s a larger concept of documentation accuracy that is essential to many of the industries we serve; namely, the ability to capture detail and specificity to better help manage compliance, reporting, and in the instance of law enforcement bring criminals to justice.

Within an hour people will have forgotten an average of 50 percent of the information presented to them. Event-recall is one of the more important elements of effective documentation, and capturing thoughts at the moment only helps better preserve details.

From contemporaneous notes that can impact a legal proceeding; a police incident report that can determine the outcome of a criminal case; the interaction between client and financial advisor that better helps mitigate compliance risk; to a caseworker’s meeting notes that serve to determine the critical services a client receives; the stakes to chronicle daily interactions within reports, and other business paperwork accurately, effectively – and oftentimes with immediacy – is extremely important.

Law enforcement is a prime example of the material impact of high-value documentation. According to Edward F. Davis, former Police Commissioner of the City of Boston and President and CEO of Edward Davis, LLC, in some instances, the accuracy and timeliness of incident reports can determine criminal convictions.

“A major part of what we do behind-the-scenes is documenting what happened in our communities, says Davis. “Every word, every decision and every action can be subject to scrutiny and hindsight. A poorly worded or badly organized report can mean the difference between a criminal being brought to justice or going free. In fact, in my own career, I’ve seen criminal convictions because of good police work combined with accurate documentation of evidence.”

It’s clear: for these and other industries, capturing detailed, actionable documentation plays an integral role in effectively serving the businesses and constituencies they serve.