Hyarchis launches four new AI-based tools
– Hyarchis, specialist in content services, is launching four practical document management tools. Based on artificial intelligence, Hyarchis Classify, Blurrify, Search-it and Check-it add a whole new dimension to finding, accessing and reading information. The use of AI enables automation of important control processes and makes unstructured data easier to access. These tools are Hyarchis’ response to the increasing need for better and easier access to information held in archives, for flexible archive management, and for (permanent) compliance with the latest legislation and regulations.
“Over the past few years, document management has seen a drastic transformation,” explains Adriaan Hoogduijn, COO & Hyarchis Artificial Intelligence Product Owner at Hyarchis. “The arrival of artificial intelligence now takes that transformation one step further. We have seen that our customers spend a lot of time on things such as adequate filing of documents in their archives and minimising data in personal documents. Thanks to our four new AI-based tools, we can make life easier for our customers and ensure maximum accuracy, cost savings and help them provide better grounding for their decision-making processes. Our tools empower them to make the most of their electronic archive and comply with the latest legislation and regulations.”
With many archives, it is not clear what documents exactly they contain or they are erroneously assumed to contain certain documents. This lack of transparency is a thing of the past with Hyarchis Classify technology, which provides automated insight into the contents of the archive. Trained using millions of sample documents, the Hyarchis Classify tool is able to establish what kind of document is being added to the archive and subsequently automatically classify this document based on interconnections between data points within the document.
Many organisations struggle with data minimisation, i.e. the requirement to limit the collection and storage of personal data. This is where Hyarchis Blurrify comes in, the tool that renders personal data unreadable. This solution can handle all possible file types, ranging from PDF to TIF, automatically blurring any data that you do not need for legitimate business purposes, such as personal identification numbers.
Organisations often have a lot of documents that are only partly searchable or not searchable at all. Hyarchis Search-it can read these documents automatically and add an invisible text layer to them, making the contents of scanned and other documents fully searchable, while keeping the original archive item intact.
The EU General Data Protection Regulation (GDPR) requires companies to demonstrably run checks to verify the accuracy of documents in personal cases. Instead of manually or randomly going through these cases to check that they are accurate, there is now an entirely automated way to do this. By going through all documents in the archive at text level, the last of our four new tools is able to figure out based on document contents whether or not it is dealing with a prohibited document. All relevant data points are also cross-checked to verify whether documents have been filed in the right case. Misfiled documents are flagged for manual verification.
FNV adopts all-in-one system for legal professionals for efficient and digital collaboration
FNV, the Netherlands Trade Union Confederation, is the Netherlands’ largest trade union and looks after the interests of nearly one million members with respect to work and income. As an organisation that always puts its members first, FNV needs to be able to provide them with high-quality services. This has been a challenge for FNV since 2015, when four large trade unions (Abvakabo FNV, FNV Bondgenoten, FNV Bouw and FNV Sport) merged to form FNV as we know it today. It was a merger that brought a lot of benefits, but also had a few downsides. One such downside was the use of three different software systems for services such as legal support for members. Needless to say, this was not a very efficient way of working. FNV soon decided to implement a single system to improve collaboration between all employees and to ensure easier access to information. Carla Dijkstra, regional head of FNV’s Individual Interests (‘Individuele Belangenbehartiging’, IBB) division in Groningen, Paula Rehwinkel, regional IBB head in Deventer and Frank Swarte, Sander Schollema and Freddie Zuidberg, key users of the software, here describe the process commencing with FNV’s decision to switch to a single system and culminating in the implementation of Hyarchis Legal.
FNV has two divisions: the promotion of collective and individual interests, respectively. “The new software is used only in representing individual interests, i.e. at the IBB division. The IBB division focuses on the individual interests of members when it comes to work and income. Given that we are the result of a merger of four separate trade unions, we suddenly found ourselves using multiple software systems. It was difficult to navigate these and it was almost impossible to share files. Plus, the systems were outdated. Plenty of reason, therefore, for us to switch to a single system that supports us in providing legal services digitally,” says Dijkstra. Before choosing Hyarchis, FNV compiled a longlist and subsequently a shortlist of potentially interesting suppliers. “We embarked on an extensive selection procedure in which we also involved users. They will ultimately be the ones using the software, so we wanted to take their preferences into account as well,” Rehwinkel continues. “Compatibility with our members system (CRM), our financial system, and in the future also with the court system were key requirements. We ultimately want to have a digital record of and for each member in the future,” says Rehwinkel.
Hyarchis and FNV
The IBB division’s day-to-day work consists in handling (legal) files. The employees handling member files have to deal with numerous documents from members on a day-to-day basis, which include letters, emails, court documents, and medical data. It was important for the new system to be able to support the entire file administration process, which includes the document flow. “Hyarchis was best aligned with our work processes, and we therefore opted, together with our users, to further develop the all-in-one Hyarchis Legal system for legal professionals, which we are now calling FNV Legal,” Dijkstra explains. At FNV, the transition from paper to a digital environment is a hot topic. However, going digital did not come easily to everyone. In the end, the idea is for employees to be able to work more efficiently and make it easier for them to take over tasks from each other. And this needs to be possible across all sectors. Paula Rehwinkel: “As FNV, we look after the interests of workers in different sectors. Where our employees used to only have their own ‘package or focus area,’ it is now easier for employees to work across sector boundaries.” At FNV, the process starts with the intake. The CRM system now automatically creates a file in FNV Legal, which is assessed by the work distributors and subsequently assigned to the right available handler. The handler in question then has instant access to the whole file, with the ability to add documents, monitor deadlines and send letters.
Implementation and collaboration
In November 2017, FNV began implementing FNV Legal. This was a phased implementation process, says Dijkstra: “FNV has six regional offices across the country and the software obviously had to be implemented at each one. We started by rolling out FNV Legal at one of these offices, then rolled it out at two more offices two weeks later, while the final three offices went live two weeks after that. We teamed up with Hyarchis and key users for a successful implementation and go-live. The key users are several colleagues (from all offices and with different job descriptions) who will actually be using the software. They test the software, are involved in training and support for colleagues, and play a role in further developing the systems, such as by specifying preferences and requirements.”
Sander Schollema is one of the key users who was closely involved in the project. He points out how important key user involvement is for an implementation process: “The main lesson for us as key users is that we need to ‘get behind the wheel’ of the new software at the earliest stage possible. During testing, we often stumbled on processes that turned out to be awkward to use. This could have been prevented if we, as key users, had been involved earlier.”
Hyarchis and FNV are still in close contact and still have meetings as and when necessary. Although the official project group no longer exists, new releases are still issued regularly. These releases cover high-priority issues that need to be addressed to make FNV Legal more user-friendly. “The transition from working with physical material to working in a digital environment is not only a technical one, it also involves a different way of working for lawyers. A lot of their work was still paper-based, but this is now changing, which will take some getting used to for some. Clear instruction and, even more importantly, continued communication are the key to success,” says Rehwinkel.
FNV Legal has enabled the organisation to switch to a digital way of working at the trade union. All handlers can now communicate on one single platform, where all case details are stored and managed centrally. The software solution comprises an online working environment with modules for customer communications and document management. What’s more, because all documentation is stored in a digital file, lawyers and legal staff working for FNV can take over each other’s work when necessary. For the near future, a new members’ portal is high on the organisation’s wish list, so that members can also access their file and upload documents.
Introducing: Adriaan Hoogduijn, COO
I have been Chief Operating Officer at Hyarchis for a few months now, so it is high time I introduced myself. My name is Adriaan Hoogduijn, I am 31 years old and originally from The Hague. A few years ago, I moved to Kaunas, Lithuania’s second city, and subsequently developed a consultancy business here, helping foreign companies establish a presence in Lithuania. These are usually start-ups, scale-ups and companies looking for opportunities to expand to new markets.
Building a development team
Hyarchis is one of those companies looking to expand. Last December, I got in touch with Andre van der Doelen, Hyarchis’ owner and managing director, who wanted to build a development team that would significantly innovate Hyarchis’ product suite. I set up an office for this during the first six months of this year, and it was opened by the Dutch Minister for Foreign Trade and Development Cooperation Sigrid Kaag in the summer.
The cooperation with Hyarchis worked out so well that I stayed on, and I have also taken on the responsibility of thoroughly updating the development process. Our team in Lithuania now comprises twelve software developers, who will work on revamping our product suite. Our customers will start to benefit from this early next year, when we will be launching a significantly improved version of HDC and going live with Blurrify, our first product based on artificial intelligence. Blurrify lets our customers dig into their archives and automatically blur out any data that is not permitted, thus becoming GDPR-compliant at the touch of a button.
I hope to meet many of you in person over the next few months. If you happen to be in the neighbourhood, you can see me at Road2TheNorthXL in Nieuwegein on 21 November, where I’ll be speaking on behalf of Hyarchis about doing business in the Baltics. Hope to see you soon!
Intrasurance innovates and opts for full integration of Hyarchis Document Management and Hyarchis Document Composition
Insurance companies; we’re glad they’re there when something bad happens. Most of the time, however, an insurance policy is not top of mind for consumers or businesses. And yet we all find it important that, when we do need to turn to our insurer, the claim is handled quickly and effectively. In short, it’s vital for an insurance company to continue to develop in order to satisfy customer needs. Intrasurance Group understands this and provides a policy and claims administration system that enables consumers to view and manage their insurance policies online, 24/7. Intrasurance Group consists of two segments: it offers a platform where consumers can take out an insurance policy directly (Intrasurance – verzekeruzelf.nl), and it offers insurance companies and brokers its IT solutions (Intrasurance Technology Services – ITS).
ITS develops innovative IT solutions in the area of online insurance. To serve insurance companies and brokers and help increase their competitive strength in the private non-life insurance market, ITS offers a PaaS policy and claims administration system for non-life insurance.
Intrasurance has purchased Hyarchis Document Management and Document Composition in order to further develop its own platform. In addition, ITS and Hyarchis have entered into a partnership to further develop the PaaS policy and claims administration system, with the aim of giving insurers and brokers the best possible support. So there are two sides to this partnership. Jan van der Struik, Managing Director at Intrasurance, tells us about his experience.
The challenges at Intrasurance & ITS
Jan van der Struik came to work for Intrasurance with a clear mission: enable the growth of the insurance and technology services company. To achieve this, a roadmap was created and it was concluded that if the company wanted to grow, it would have to go modular in its approach. The insurance and technology services company decided that, rather than building the “document exchange” module itself, it preferred to collaborate with a strong external partner. “We needed a document management system and we needed it fast, not just for our own insurance platform ‘verzekeruzelf.nl’, but also to innovate our PaaS system at ITS,” explains Van der Struik. “I invited eight parties to bid and, of these, Hyarchis proved to offer the best value for money. What’s more, Hyarchis was able to get to work right away, which was important given that we wanted to go live within seven months.”
For many of its modules, Intrasurance Group builds the IT solutions in house, but this is not possible for all modules. “We built a monolithic system ourselves. But because we are not specialists in, for example document management, we decided to partner with a company that is. To be prepared for the future and the platform economy, it was important for us to build a more modular system at ITS, with an API layer to allow partner applications to connect and communicate. In our view, the first order of business was a smoothly running document management system.” Van der Struik explains that, though the DMS is not a game changer at Intrasurance Group, the system is important enough that they wanted to connect Hyarchis Document Management (HDM) to the platform first. “Our documents were spread far and wide; this didn’t cause any problems for the end customer, but it was a nuisance for us. A DMS that keeps all the documents together in one place was a must for us, especially considering the GDPR.”
Hyarchis & Intrasurance (verzekeruzelf.nl)
Making it possible for the end user to see all correspondence and the entire policy history was Intrasurance’s long-cherished wish. Connecting Hyarchis to the insurer’s platform is a big relief, explains Van der Struik. “We store all documents and correspondence in our system, from email to policies. Beyond the fact that, thanks to Hyarchis, these documents are now stored in a well-organised manner, we can now also configure retention periods and authorisations automatically. HDM also helps me to comply with the new legislation.”
In addition to opting for HDM, Intrasurance is also busy implementing Hyarchis Document Composition (HDC). “A personal approach is what can really make the difference for a company. We are making sure that we will also be able to work with HDC soon so that we can approach the right customer at the right time with the right message. This way, for example, templates can be created so that the business has faster and more independent contact with the end customer.”
Hyarchis & ITS
Intrasurance is not just using the Hyarchis software for its own platform: the insurer has also entered into a partnership with Hyarchis to support other insurers and brokers with ITS’ IT solution. As with any new relationship, the first thing is to get to know each other, to find out what the other party is all about. “In the early stages of the partnership, it was important to make sure that everything was crystal clear. However, because of the time constraints, there wasn’t always enough time to agree all the details in advance. I only knew that we had to go live in seven months’ time. The pressure was high and, due to the complexity of our IT solution, it was difficult for the Hyarchis consultants to fully understand all the ins and outs.” To facilitate smoother coordination, it was decided to have the Hyarchis consultants work directly on location at ITS. “The consultants being on-site gave our collaborative efforts a real boost. Once at ITS, they could liaise directly with the responsible persons and this helped advance the implementation of HDM. After months of hard work, we have now reached the point where we will soon go live and other insurers can get to know all the advantages of Hyarchis’ DMS.”
The ultimate goal of Intrasurance (verzekeruzelf.nl) is to be, at all times, relevant in the life of an individual. “We want to do this by building an ecosystem into the platform, one that extends further than to insurance claims alone. We want to add services, like actively warning insured parties that severe weather is on its way that could cause damage. With such services, we can be relevant to our customers.” To achieve this goal, this branch of Intrasurance Group needs partners like Hyarchis. “People need to be able to access their insurance documents, wherever and whenever they like. We also feel it’s important to be relevant to our customer at the crucial moments. Certain triggers in the system could ensure that certain messages are sent out to the customer, like in the event of impending severe weather conditions, explains Van der Struik. “Our services must be focused on maintaining high customer satisfaction, even when customers are far away. Ultimately, at the moment of truth, when an insured party has suffered loss or damage, that’s when we really have to come through and give our customer the ultimate customer experience.”
The partnership is also very important to ITS: “Our platform has been developed from the customer’s perspective and based on their experience. Since this perspective and experience changes constantly, we also need to keep innovating so that we can offer insurers attractive propositions. We are very happy that we have entered into this partnership with Hyarchis and that we are now live. This gives us the best business solutions with the right balance between risk and assurance.”
Minister Sigrid Kaag opens Hyarchis office in Lithuania
Last week, King Willem-Alexander and Minister for Foreign Trade and Development Cooperation Sigrid Kaag paid a state visit to the Baltic region. Part of their trip involved a visit to the Lithuanian offices of content and online collaboration solutions specialist Hyarchis last Friday. As well as Hyarchis, Minister Kaag met with six other Dutch companies that had found their way to Kaunas, Lithuania’s second-largest city. During her visit, Minister Kaag officially launched Hyarchis’ activities in what has been dubbed the ‘Silicon Valley’ of the Baltic states.
An undiscovered tech hub
In Lithuania, Minister Kraag met exclusively with tech companies, each with their own unique identity, though all with the shared ambition of expanding their activities into the country. Keen to grow and develop further, these companies had noticed that the talent they needed in order to do this was sorely lacking in the Netherlands — a sentiment Andre van der Doelen, founder and managing director of Hyarchis, gave voice to during the state visit: “Since talent is harder to attract in the Netherlands, our search led us to the decision to form a team in Lithuania. We’ve realised that we can attract top talent here, which accelerates the pace of our product development. For us and other tech companies, Lithuania — and Kaunas in particular — is an as yet undiscovered tech hub. Kaunas is also home to the largest university of technology in the Baltics, so we can be sure that we have the most well-trained people right on our doorstep.”
The aim of the meeting was to explain to Minister Kaag the motivations for expansion into Lithuania and to tell her about Dutch entrepreneurs’ experiences in the country. After Minister Kaag’s visit, celebrations for the opening of Hyarchis’ Lithuanian office got under way. New colleagues attended the event, as well as representatives from the local universities, the national investment promotion agency, business partners and the local council. The latter presented Hyarchis with an official city flag as a welcome gift, which has since found its way to the Eindhoven office.
Hyarchis is hugely grateful for the very warm welcome in Lithuania!
Hyarchis recently opened its new software development center in Kaunas
Kaunas is the second city of Lithuania. Our office is located in the heart of the city center and we’re currently looking for both junior and senior software developers to join our team. Do you have a passion for front-end development and user experience design? Are you proficient in .NET, Java, Angular and/or Python? Then we’re looking for you! Curious what positions we might have for you? Please write us on email@example.com.
Please note: limited availability between 1pm and 3pm
Due to maintenance work being carried out by our provider, Hyarchis will not be available by telephone or Skype between 1pm and 3pm. You can, however, still contact us by email. Please send any emails to your regular contact’s address or to firstname.lastname@example.org
The people behind Hyarchis: Michel van der Lubbe
Who are you and what job do you hold?
My name is Michel van der Lubbe, I’m 35 years old and I work as a functional application manager.
What does your job entail?
In my job, I’m responsible for arranging management matters between Hyarchis and the customer. The customer uses our product and, as part of this, receives a certain level of support. The exact nature of that support is set out, for one, in a “Document of Agreements and Procedures” (DAP). User management, customer needs management and change management are all key components of the DAP. In ITIL terms, this is also referred to as “Problem, Change and Incident Management”.
Who are your key customers?
Trade union FNV started using the Hyarchis Legal software early in November this year. I started working at Hyarchis barely a month before and was immediately asked whether I could set up the application management processes between FNV and Hyarchis. So I guess I can say that from that moment on “my” key customer has been FNV.
What do you like best about your job?
On the one hand you have the customers and on the other your employer. There can sometimes be quite a gap between what one side wants and what the other can provide. If, at the end of a project, I have managed to find an acceptable middle ground for everyone, that’s very satisfying.
Where do you live?
I live with my girlfriend and baby boy (3 months old) in Alkmaar city centre.
What are your hobbies; what do you like to do in your free time?
Just over 18 months ago, we moved to our current home in Alkmaar. Since our home dates back to 1890, it needs a lot of maintenance, which I love to do. And our son Saen is a really fun hobby too 😉
Syntrus Achmea Real Estate & Finance (SA RE&F) choose Hyarchis Document Management
Syntrus Achmea has been using Hyarchis Document Composition for some time already, and it has now added Hyarchis Document Management.
With the implementation of a company-wide DMS and the replacement of the current custom archiving system, SA RE&F is aiming to have a system in place that is less complex and costly to maintain. It also wants a system that is easier to integrate with standard mortgage and other systems, and that allows for faster implementation of functional and technical changes needed due to changing market conditions, for example.
The various departments at SA RE&F each use their own system to process physical or and/or digital documents.
Hyarchis DM has already been implemented in the Commercial Mortgages domain. Over the course of this year, the system will be rolled out to the rest of the domains at SA RE&F, including Residential Mortgages, International Real Estate, Mid-office Direct Real Estate, and Development and Acquisition.
It’s a great project for Hyarchis, and we are incredibly proud that we have been asked to implement Hyarchis Document Management at this wonderful organisation.
Would you like to learn more about document management? Hyarchis Document Management