Last May 12, 2017, PhilLife Financial Assurance Corporation (PhilLife), Infomax Systems Solutions and Services Inc. and its principal partner, M-Files Corporation, signed the memorandum of agreement for the implementation of a Document Management System that will serve as document repository for PhilLife’s documents as well as the system that will automate its business operations and processes.
PhilLife represented by its VP-Operations Atty. Ferdinand Recio and AVP-IT Ms. Geney Hufana, signed in behalf of the corporation. On the other hand, aside from Infomax’s President and GM Joseph Goyanko, Jr, it was noteworthy that one of M-Files Executives, Channel Account Manager Ms. Johanna Juhola flew in from Finland to also conform the agreement.
The project covers the implementation of scanning, indexing, archival and viewing of PhilLife documents both from branches and Head Office, migration of existing data and images from their existing DMS Repository and uploading of PhilLife documents from InfoCapture Document Imaging System, an Infomax’s developed capture software.
M-Files users at branches will process PhilLife documents (ex. Loans, Policy Contracts, Financial Documents, etc). Using M-Files Desktop (thick client), they will scan and convert physical documents to digital format, index, and then archive day-forward documents. PhilLife can store any electronic documents in the M-Files Repository (MSOffice Documents, images, media files, emails and even records). Information will all be stored in M-Files Document Vault (repository) in the Application Server. Index values or metadata will be stored in MS SQL Database while the images will be stored in a file system. They can search and view documents, and work with workflow using M-Files Desktop, M-Files Web using web browsers, and even on any mobile devices.
For day-forward bulk scanning, Head Office will use InfoCapture to scan and convert physical documents to digital format, and index PhilLife documents. Images will be stored directly to a dump folder in the Application Server. A Converter Tool will read the InfoCapture index file and convert its format to M-Files index file format. An M-Files Batch Importer Tool will import the M-Files index file and images to M-Files repository.
Part of the implementation is also to migrate and import all indices and images from their existing DMS Server and InfoCapture to M-Files repository. Both index outputs of each system will be converted to M-Files index format via a Converter Tool and archive to M-Files using Batch Importer tool. In addition, users who are assigned to a specific document will receive email notification whenever a document is archived or moved to another state in the workflow.
The pilot implementation was completed last December 2017 as scheduled.
With PhilLife as member of the Tanco Group of Companies, studies are being evaluated if similar implementation can be done to its sister companies like PhilCare and PhilPlans.