Questions? Contact: email@example.com
If there’s one message I consistently hear from customers today, it’s how big of a deal public disclosure is for the government and how we need better solutions around it. That being said, you would not believe how many of these organizations don’t feel that they have a good handle on their content.
In Washington State, public disclosure refers to the release of all documents and content to the person making the request. These documents at minimum need to be available for the requestor to view. There are some exemptions to this, such as sealed case files.
Good public disclosure practices really start with one thing: good record-keeping (and destruction). We hear time and time again from customers that they’ve never thrown anything away for fear that the document may be needed at a later date. While they may be thinking that this is the best way to avoid throwing anything away that should be kept, it also means keeping records that should have been destroyed.
Some aren’t aware of the fact that when a public disclosure request comes in, organizations are required by law to turn over any documentation pertaining to the request (as long as it is subject to disclosure). That means that if documents haven’t been destroyed and fall under the specific request, those documents need to be turned over as well, even though they are past the retention period. This poses a huge risk in regards to potential litigations.
Getting your records in order may seem like an overwhelming task, but here are some steps you can take to move toward better practices related to retention and disposition of records.
These are just a few ideas to get you thinking about what can be accomplished around public disclosure, records retention and your content. ImageSource has been assisting customer partners with these types of solutions for the last 20 years. We have done everything from initial consulting through implementation and support. Below is a short list of some of offerings:
The ILINX platform can assist any organization with getting a handle on their content.
Why price is not the most important factor
when purchasing imaging hardware
When shopping for new imaging hardware, many customers look at their budget and let that dictate their purchase. Now I understand that budget is an important factor, however over the last 9 years working with imaging customers, many have purchased equipment based mainly on price – only to discover that it did not meet their long term growth needs.
So in light of these discussions, here is bits of wisdom that can be used as a checklist when considering new purchases:
Document Management System (DMS) needs should be identified holistically, not just for the needs of the courtroom processes. A successful implementation will be gained through a well thought out plan and a DMS solution that can not only integrate with a courts Case Management System (CMS), but also with Fiscal, HR, Procurement, and other department’s line-of-business systems.
To accomplish a successful implementation of an electronic environment there has to be an overall vision and buy-in from all the key individuals of the court system.
I recently watched a segment on King 5 News around how some government agencies are using legacy systems for their day-to-day work. The article was highlighting the software program used at the Department of Licensing to process vehicle registrations, however, there are a number of additional agencies that are using legacy programs and platforms for their day-to-day processes. The segment went on to discuss how expensive it would be to update all of those systems. Continue reading
I read a post recently titled Customer-centric and easy-to-use is the new business model (The Alibaba story) that really hit home. The author, Gerry McGovern, a customer-centricity guru, points out that Alibaba, the world’s biggest online commerce company, has defined a clear mission of “making it easier to do business across the world”, as founder Jack Ma put it. I think it’s safe to say that this model has merit, as the company claims the biggest IPO in the history of the world.
As a long-term Apple user, (my first Mac had a hard drive with 512 KB memory) I can say that their progressively intuitive interfaces have been a compelling reason for me to continue using their technology. In fact, the Macintosh project started with an Apple employee named Jef Raskin who envisioned an easy-to-use, low-cost computer.
Apple has stayed true to this model to present day, according to technology industry analyst Jeff Bajarin. In an article published by Time Magazine, Bajarin outlines six key principals that set Apple apart from the competition, three of which are: Continue reading
At ImageSource, we have many customers who call in asking for information on Wide Format Scanners. Selecting the right Wide Format Scanner for your needs is imperative, as manufacturers do not normally provide evaluation scanners for you to test.
I always recommend that customers review a software webinar demo before buying these larger scanners. The software functionality and ease of use is an important differentiator between scanner manufacturers. The incorrect software combined with a scanner that does not meet all your needs can be a costly investment that cannot be returned to the manufacturer. In this category of scanner, the cheapest price tag does not necessarily mean the best fit!
There are some basic questions that we always ask our customers in order to qualify what scanner(s) is the most appropriate. I would like to share these to help you with any future selection processes/decisions.
We have been working with the major Wide Format Scanner manufacturers for many years so we are here to help give our expertise for any questions you may have. ImageSource will make it easy for you and guide you towards the “best fit”.
We are here to help!
Inside Sales Account Executive
Want to exponentially increase the value of existing and new technologies? Take an integrated rather than a one-application-can-do-it-all approach. Let each system, your case management (CMS), document management (DMS), and other line of business (LOB) applications do what they do best, and they will empower each other. Integrating these systems optimizes processes, allows for the exchange of data between systems and departments, and maximizes your technology investments.
As experienced integrators of DMS, ImageSource has taken the paperless courtroom to a whole new level that encompasses electronic form processing (real-time) during hearings, eFiling, public access, justice partners access and more—all through multi-system integration.
Example 1: Nightly and weekly audits can run against both your DMS and CMS systems. This allows the push and pull of information to update case information, and eliminates redundant, manual data entry.
Example 2: By accessing a common DMS, integrated with your CMS, your Courts, HR, Accounting, and any other departments share documentation that will streamline the collection of fines and accessibility of information.
Example 3: An integration between your DMS and Web Calendar, or other scheduling system, puts electronic documentation at the fingertips of Judges and Clerks in the courtroom, providing immediate updates and eliminating the shuffling of paper.
If you’d like to learn more about how ImageSource has successfully implemented and integrated the court systems, I invite you to explore what we’ve done for the Superior Court of California, County of Stanislaus.
I have been reselling scanners and scanner maintenance for 14+ years now. I have helped clients pick their original equipment, maintain it and replace it, and some of my customers are on their third or fourth cycle with me. I am shocked every time I come across an account that doesn’t understand the value of a maintenance contract.
When you have a maintenance contract you have a fixed cost for the year. You don’t have to worry about coming up with the budget to unexpectedly replace or repair your equipment.
Nobody wants to have the uncomfortable conversation with their boss. The one where you admit that your equipment is not covered and you don’t know when production will resume. And as far as repair costs are concerned, all you know is it won’t be cheap.
Remember when you bought your scanner? It was a major decision; you reviewed spec sheets and made comparisons and talked to anyone you could to get a glimpse into your future. Finally, you made the best decision you could. And now that it’s yours, you don’t want to maintain it. Really??
Think about how long it can take to make a purchase. Imagine how if the unexpected happens you may not have the luxury of time. You may not even have access to the correct people who sign off on it. Perhaps the final decision is yours. Do you really want to have to make this decision on the fly? While production is at a standstill?
This equipment was mission critical at the time of purchase and now you have learned to rely on it. But since its’ purchase, there are hotter topics and projects that you focus your budget on. The takeaway? Don’t forget about your scanner and give it the respect and attention it deserves. Take care of your equipment so it can take care of you!
If this scenario sounds familiar or like something you want to avoid. Give us a call and we can help you plan your hardware future.
Inside Sales Manager
Great support is a must for any business and Customer Service 101. Automated support is great if you want to pay a bill with a credit card or check the balance of an account, but when you have an actual issue you need assistance with, automated support is the LAST thing that I know I want. You call the number, have to start pressing buttons and then keep getting dumped into various queues, and then when you actually do reach someone, sometimes you explain your issue, and then you get transferred 10 times until you reach the right person. I honestly dread calling any company or organization where I know this happens, because I know it’s not just a quick 5-10 minute call. It always ends up being 30 minutes to an hour of my time at least!
That’s one of the things that I think is so awesome about the Support Team here at ImageSource. Our customer partners can put in a support ticket via the website with information about the issue they are having and a live human being from our Support Team will call them to help work through the issue. The team can chat with the customer over the phone or even set up a WebEx session to dial-in and see what’s going on. What’s even more wonderful about working with so many great organizations in the Olympia area, if the issue can’t be resolved over the phone and/or over a WebEx session, a technician can be onsite relatively shortly to assist. How cool is that?!
On top of all that, there is always someone from our Support Team on call 24/7. So if a customer partner has an issue in the middle of the night that needs immediate attention, someone is always on call if the need arises!
ImageSource’s Support Team is very knowledgeable on a number of different content management products, from capture software to eForms to records management and everything in between.
So if you’re having an issue, don’t be afraid to reach out. You’ll get to talk to a human and you won’t be put on hold for an hour…
It is that time of year again when we reflect on reasons to be thankful. It’s times like these when I wonder, why can’t we have an attitude of gratitude all year long? When you focus on all the “good” in your life, more “good” comes to you, while the inverse of that is also true. It’s good to ask, not just during the month of November, but often — what are you grateful for? Here are a few of mine in no particular order:
Family, Friends, Food, Shelter, Employment, Life, Love, Health, Pets, Environment, Sunshine, Rain, Transportation, Abundance, Technology, Enlightenment, Peace, Customers, Co-workers, Culture, History, Clothes, Shoes, Forgiveness, Encouragement, Teachers, and of course, our Vendors: Fujitsu, Kodak, IBM, Contex, Oracle, ILINX, Kofax, Altosoft, Canon, and Panasonic.
If you are reading this and times are tough, start by being grateful for eyesight, knowledge and the ability to read.
Let’s resolve to say thank you more often. Stop complaining and focusing on what is perceived as wrong and say thank you for things that are “good”. Thank you to the day-to-day heroes in our lives. Focusing on the things we can affect in our everyday lives and saying thank you to those who are making things better fosters gratitude and makes life all around more enjoyable.
It is my goal and my hope to help you make your imaging and Enterprise Content Management solutions better!
Here to serve!
Thank you for reading,
Inside Sales Account Executive
On Wednesday, August 20th at 10:00 PST, ImageSource and Fujitsu will be broadcasting a webinar about optimizing your hardware called Proactive Scanner Management. During this webinar you can learn about Fujitsu scanner trade-in programs as well as the latest and greatest models available. Learn about the out-of-the-box software as well as when to consider ILINX Capture for a more robust solution. This particular webinar will be recorded and available for viewing at your convenience if you are unable to attend the live event.
Webinars are a great source of learning usually for no cost. They can provide information on hardware you are considering as well as software solutions. Topics can also include specific verticals and solutions such as the upcoming “Paperless Courtroom” webinar featuring ILINX Capture and IBM FileNet. These topics are typically covered by industry experts that have been involved in successful implementations.
Webinars are a valuable source of information and something the savvy consumer should take advantage of.
Questions or comments:
Despite the massive amounts of investments made in information technology there is still a need for businesses and organizations to continually ask the following questions on four main strategic business drivers:
The strategic business drivers listed above when reduced down to their basic elements often translate into some type of process that is driven by documents and data. There are many systems that help affect this change like Enterprise Resource Planning (ERP) and Customer Relationship Management (CRM); however, they can often times fall short because they are great at processing data, they just aren’t equipped to deal with documents like an Enterprise Content Management (ECM) system.
What is Enterprise Content Management or ECM? The Association for Information and Image Management (AIIM) Continue reading
As an Inside Sales Account Executive at ImageSource, I am constantly having conversations with customers that realize they have to upgrade their older scanning equipment.
What surprises me is that many customers do not know they may be eligible to receive trade-in credits or rebates for their old scanners when purchasing new equipment.
Some manufacturers also organize eco-friendly disposal of your used equipment at no charge.
If you have old scanners that need replacing, you might be surprised at the trade-in credit/rebates that may make this purchase financially achievable now!
Not all equipment qualifies, so please reach out to our team here at ImageSource to see if you can receive $$$!
Contact Megan Lane at (360) 943-9273 or firstname.lastname@example.org.
Inside Sales Account Executive
Stanislaus County Superior Court is a pioneer in digital courtroom document processing, as featured in a recent article in the Modesto Bee. Not mentioned in the article is the fact that their successful solution was implemented by ImageSource and features ILINX technologies.
Stanislaus had the vision, and we helped them get there. The technologies used—ILINX Capture and IBM FileNet—have been designated as a solution of choice by the California Administrative Office of the Courts (AOC). The addition of ILINX eForms was added to further streamline courtroom processes. The powerful combination of technologies used offers a robust, scalable and easy-to-use option to automate courtroom processes enterprise-wide.
The family court division has been paperless since early spring of 2014 and is being expanded to traffic, civic and criminal cases, and eventually to the entire courthouse. Clerks search for, and organize documents for upcoming cases based on a web calendar. Judges and commissioners access documents during cases on tablets while on the bench, eliminating a daily stack of about 40 paper case files. Legal documents that require completion during a hearing are now electronic and are filled out, reviewed, approved, signed and routed for printing on the spot. Continue reading
When was the last time your entire organization or department met together before sitting at your desk and going on with your daily work? I’m not talking about those hour long weekly meeting to discuss status on projects or sales reports. I’m talking about a quick and fun, 10-15 minute huddle with your team that sets the stage for each day.
According to a recent Gallup Employee Engagement analysis, when employees don’t feel motivated to participate in the workplace, productivity drops and absenteeism rises. In fact, companies with highly engaged employees showed nearly four times the financial growth rate of companies with lower engagement.
Coming from a sports background and having participated in team sports my whole life, I’ve learned that motivation, unity, morale, communication and feeling loose is key for any team to be successful. I believe you have to be in that mindset every day you step into the office. Every work day should feel like a game day or like you’re going into battle. Everyone on your team should be on the same page and be heading towards the same goal. And yes, every team’s goal may be different depending on what you do, but in the end what really matters is the motivation and mindset of your team while heading towards that common goal. Continue reading
I have been with ImageSource for almost 11 years and in the computer industry almost 47. My journey has taken me from field engineer, to systems support engineer to management and finally to sales. To say I have seen it all is an understatement. Anyone who knows me has always heard me say that email, voicemail, Twitter and Facebook are all great sales tools, but that is exactly what they are – tools. There is no substitute for face-to-face meetings.
Just this past week the ImageSource executive team and I completed our third week of Nexus ’14; a week of personalized, private sessions where we meet with customers to discuss their unique ECM needs. We met with all of our customers face-to-face; listening to them, (I repeat: listening to them), taking notes and presenting the future direction of ImageSource. The results exceeded any of our expectations.
My clients are just like yours: They want to Skype, email and text. But here’s why you still need face time. Continue reading
Wouldn’t it be nice to contribute content to your Enterprise Content Management system right from Microsoft Outlook? Well, it is possible to accomplish just that with a simple right click of your mouse with ILINX® Capture Email Import.
With ILINX Capture Email Import you can submit single or multiple email messages as well as attachments and complete the indexing in a streamlined and simplified process.
ILINX Capture Email Import capabilities include:
I love electronic forms!
I love being able to not just fill out, but also submit forms electronically either from my PC or my tablet. It’s easy to change information if I mistype something or need to change information. With paper forms, you typically have to reprint the page and enter in all the information again. I can’t tell you how many times I’ve screwed up filling out a paper form and had to redo it. There’s also something nice about being able to click the “Submit” button at the end and not have to print and mail a document in and double-check to make sure it was received on the other end a few days later.
I’ve noticed that more companies and organizations are turning to electronic forms for both consumers and constituents. Users can fill out forms and attach relevant documents or information to the form and in some cases, even sign the form right then and there, no printing necessary! Continue reading
In a recent report, IDC predicts 87% of connected devices by 2017 will be tablets and smartphones. In the same report, it is predicted that the purchase and use of PCs will drop from 28.7% to 13% by 2017.
What does this trend data really mean? Well, for starters, it might mean that more people will be playing Angry Birds than ever before. From a business point-of-view, tablets and smartphones are both disruptive and viewed like a Swiss Army Knife: a single device that can do many things. However, with these mobile devices, there is both the opportunity for rewards and the potential for risks. It makes no difference if the mobile device is provided by your employer or is a BYOD situation. On the whole, the same rules apply; however, there are some nuances about BYOD that invite additional risks to be mitigated. Continue reading
I am a customer service specialist. Ninety percent of my job is customer service. It is my goal to offer effective solutions and products at a fair price and to do so above expectations. Which brings me to my most recent encounter regarding a lack of service – I cancelled my cable today. It felt as though they believed the customer needed them more than they needed the customer. Millions of dollars are spent on attracting customers, but how are companies treating the customers they have? When trying to reach the cable company to address my concerns, (my bill had increased by 50 percent), it took 10 minutes just to get to a live person on the phone. And when that person could not help, I was transferred to a different department where I was on hold for another 10 minutes. Shortly after I hung up. The next day I dropped off all my equipment at the local office and cancelled the service without ever being asked why I was cancelling. Continue reading
Small businesses are major players in the U.S. Economy. According to Forbes.com, over 50% of the working population (120 million individuals) works in a small business.
With the advancements in technology it has become easier for people to create and run small businesses, without insurmountable operating expenses, out of their homes. In fact, 52% of all small businesses are home-based (Forbes.com). This has led to small business growth nationwide and changes in the way these businesses operate.
How do they manage the increasing inflow of content to their businesses?
How do they search and find information effectively?
I have personally been selling PC’s, PC Peripherals and scanners since 1995. When I came to ImageSource in June of 2000, I had to learn the document scanner side of things. ImageSource was definitely an early adopter of the VRS (Virtual Rescan) Technology. This insight was driven by being close partners with Fujitsu and Kofax. In the beginning, you had to have extra hardware components in the scanner and host PC to make the equation functional. The installations were clumsy at times, but it really was the best way to get the best quality image from your scanner.
Wouldn’t it be nice to supply your doctors’ office with all your pertinent information only once? And then, after you have entered the information, that information would then automatically be populated into all of the required forms and systems necessary? Now it is possible; by using products that are part of the ILINX Suite offered by ImageSource. ILINX eForms is a user-friendly, web-based software that allows you to easily capture information from a desktop, laptop, tablet or smart phone. It has a lean engine that automates the routing, tracking and approval for data extracted from forms across an enterprise. Imagine the amount of time we could save by entering information only once instead of entering the same information over and over. Want to learn more? Watch this ILINX eForms demonstration to see this tool in action.
Distributed and Mobile Document Capture carries with it a very similar paradigm shift that the FedEx overnight delivery service and the facsimile machine had in the 70s, 80s and 90s. The rise, proliferation and ever increasing bandwidth of the internet, along with new hardware devices such as multi-function printers (MFPs), desktop-personal use scanners, digital senders, tablets PCs and smartphones make it possible to capture documents at the point-of-origination, or “the first mile”, a phrase coined by Kofax. Despite all of the innovative technology available today for implementing distributed and mobile document capture, there is a lot more to it than the common marketing slogans of, ”Put your paper in the automatic-feeder, push the button and walk-away.” In reality, “Getting it Right” takes a great deal more fore-thought, planning, execution and on-going support to make the usability simple for end-users while ensuring the end-to-end process is fast, secure and visible to those who handle exceptions and/or need self-service access to the documents. Continue reading
The new Fujitsu Scanners consisting of the fi-7160, fi-7180, fi-7260 and fi7280 combine new features such as “Acoustic Paper Protection and Skew Prevention” technology with faster speeds. The fi-7180 and fi-7280, which includes a flatbed have speeds of 80 pages per minute and 160 images per minute while the fi-7160 and fi-7260, also includes flatbed, have speeds of 60ppm and 120ipm.
Since my entry into the Enterprise Content Management (ECM) industry in 2001, the biggest challenge that I see for any company is to turn their ECM investment into one that is utilized across the enterprise, and not just for the benefit of one department. After all, that is the whole point of an enterprise system solution. When the whole enterprise benefits, it reduces total cost of ownership and the promise of a return-on-investment (ROI) is realized.
I am not a fan of the cliché “Best Business Practices”. It is a very over used term and seems to imply there is some magic solution out there that will make everything better. The truth be known, best business practice is leveraging knowledge gained through experience at someone else’s expense. Why would you reinvent the wheel if someone has already figured it out? You wouldn’t. Many times I see companies selling software to customers for the sake of selling something, only to have it sit on a shelf and collect dust.
Here at ImageSource, we are ecstatic about our Customer Partners! We call them Customer Partners because we believe that they are all truly partners of ImageSource. Together, we’ve been able to accomplish some pretty awesome things.
Join ImageSource’s VP of Product Development, Randy Weakly, as he presents solutions for automating and improving your processing methods.
I love Paper. Yes, I sell Document Imaging Hardware and software that converts paper documents into their digital representations, but I love paper. I love the tangible reminders to go online and pay my bills. What’s that? Exactly, I pay my bills online, so why do I need paper? I grew up with paper. Apparently it makes me feel good to throw out a mountain of tangible junk mail, and it makes me feel important. Paper is what I know, and it’s what we all know.
The recognition phase of capture may seem to be the most important step relevant to automated indexing – since it is, after all, the phase where OCR is performed. But at least half of the factors relevant to successful indexing occur during the pre-recognition steps, particularly in obtaining appropriate image quality for OCR and indexing.
People seem to be busier than they ever have been. One result we have experienced due to the decrease in hiring over the last few years is that employees are taking on more work and working longer hours. Some people are doing the work of two people.
I found the latest research paper from AIIM “Winning the Paper Wars – capture the content and mobilize the process troops.” to be an interesting read, especially since I have seen many of the points discussed when working with our customers—specifically with growth areas in mobile capture, OCR, BPM/Workflow and AP/AR processes.
I am happy to say that the report addressed not just scanning paper records but also looked at the hundreds/ thousands of external paper documents that flow into a company every day.
At ImageSource we help address capture via ILINX Capture® Many of our customers have experienced progress towards “paper-free processes” and are achieving payback of their investment. If you are looking at addressing some of the issues that were discussed in the report – feel free to reach out to ImageSource…or me…
Inside Sales Account Executive