Compliant Public Disclosure Starts with Smart Records Retention

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.

  1. Understand YOUR Organization’s Requirements for Record Retention and Disposition
    Every organization is different. Certain records have to be kept longer than others, some records might need to be sealed, others may need redaction before they can be turned over, etc. Each organization, each department, even each business process may have different requirements around records. Determine and document what the requirements are so that when you start to do an inventory of content, you have a definitive plan regarding what needs to be kept and for how long. Click here for a link to the Washington State Records Retention Schedules.
  2. Where are my Records?
    Identify where records are kept. Are they stored on a network share? In a file cabinet? In a content management system? Somewhere else? Are they in paper form? Electronic? Are there video files? Regardless of where the documents are kept, the regulations are around how you get the content organized, not the file format or how hard the collection process is. This will help ensure that there are not duplicate documents, and if there are, that only the pertinent copies are kept so as not to be a factor in a potential litigation.
  3. Perform an Analysis and Inventory of Your Records
    Some organizations choose to do this internally, some hire a contractor, and some take a hybrid approach. Regardless of which path you choose, determine what content you have, what needs to be kept, and what can be disposed of before evaluating any technology. This will keep you from bringing content into a solution that will need to be immediately disposed of after the initial analysis.
  4. Choose a Solution that is Flexible and Easy
    95% of organizations I work with are looking for a solution that is easy-to-use yet flexible enough to change with requirements. They want something that can easily set up to work with current retention and disposition schedules, yet can be updated without too much effort if laws or regulations change.
  5. Trust the System
    If you’ve done the prep work correctly, then what you need to do is trust what you’ve put in place is going to work. Choose a good partner with a track record of success to help you.

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:

  • Expert consulting to determine your “as is” state and develop a plan to get you to your “desired” state using industry best practices
  • Assessment of your current technology and how it can be leveraged
  • Solution evaluation to perfectly match technology with your requirements
  • Solution deployment, configuration, training and rollout
  • Document collection, conversion, scanning, taxonomy definition and automated classification and metadata extraction
  • Data Migration
  • Ongoing partnership for system/process tuning, growth and support
  • Managed applications services

The ILINX platform can assist any organization with getting a handle on their content.

Why Courts Need Document Management AND Case Management Systems

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.

  • Culture and vision which incorporates technology as part of the business strategy
  • Identify areas to integrate technology with the courts business strategies
  • Implementation of an electronic DMS to be used by all departments
  • Integration of the DMS with CMS and other line-of-business systems
  • Provide public access to documents via a web portal (e-Access)

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Getting Rid of Legacy Systems

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

eCourts Blog Series: 3 Reasons Why You Should Integrate Your Courtroom Processes Today

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.

April Gentry
Account Executive
ImageSource, Inc.

Webinars – A great place for free information

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:

Richard A. McDermott, ECMp, CDIA+
Account Executive
ImageSource, Inc.
360-943-9273 T
360-943-4449 F
http://www.imagesourceinc.com

Transactional Content Management – a catalyst for business process improvement

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:

  1. Reduce Costs: How can we complete “X” process in less time and with less cost and less labor?
  2. Increase Revenue: What can be done to improve the customer experience while shortening the sales cycle and improving our gross margins?
  3. Risk & Compliance: What must be in place in order to prevent unauthorized access and/or actions to our systems and data? What ability do we have to audit and report on the activities within the system?
  4. Competitive Advantage: What can be done to give our customers a “WOW” experience? What can be done to reduce the time from sales order-to-cash to improve self-funding our growth?

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

ImageSource implements groundbreaking paperless courtroom solution, featuring ILINX® technologies

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

City Agenda Packet Solution with ECM

Screen Shot 2014-01-10 at 10.09.08 AMPutting together City Agenda Packets can be a laborious process. Check out how the City of Kennewick, Washington used their Enterprise Content Management solution to make this process more efficient in this short video.

Kristina Linehan (Parma)
Account Executive
ImageSource, Inc.

AP and Government: Explore Your ECM Solutions

Join ImageSource’s VP of Product Development, Randy Weakly, as he presents solutions for automating and improving your processing methods.

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Panasonic Panaboard-Not Your Average Whiteboard

I have discovered great benefits that Interactive Whiteboards offers in day-to-day activities that many of our private, government and education customers are utilizing. Highlighted below are two of the more popular interactive whiteboards that are requested by customers – the Panasonic UB-T880 and UB-T880W Panaboards.

What is an Interactive Whiteboard?

  • It is a Whiteboard that uses a projector to display PC Images onto it’ surface and lets the presenter operate the data on the board, with a finger or an Electronic Pen that works like a PC mouse. It is an active, visual-based educational tool.

Benefits

  • Makes it easy to create effective, eye-catching teaching materials and it promotes active, visual-based teaching and learning.
  • Intuitive operation that allows you to freely manipulate music, movies and images, to change ordinary meetings and presentations into visually active exchanges.

Features:

For a great list of features – check out the brochure.  You will be surprised at all it can do!

I discovered some interesting “out of the box” applications of interactive whiteboards:

Remote Conferencing – for Board meetings, company staff meetings and training (using the remote conferencing system)

  • Education – the Panasonic Interactive Panaboards can be purchased with RM Easiteach software. The Panaboard’s information can be saved and distributed to students via flash drive or email. It is a great collaborative teaching tool.
  • Education –  a School district that did not have the funding or infrastructure to put multiple computers in every classroom  – they now use the Panasonic Interactive Panaboard in 700 classrooms to provide Web and Multi-media learning applications and interactive activities involving the web and built-in stereo speakers.
  • Healthcare – a hospital that uses the Panasonic Interactive Panaboard as an operating room scheduling tool. Also utilizes the Panaboard in waiting rooms to help entertain adults and children for hours while they wait.
  • Utilities – a Utility company that uses the Panasonic Interactive Panaboard as a tool for monitoring different functions such as water and power.
  • Firefighting – Fire Station that uses the Panasonic Interactive Panaboard for training and as an interactive tool for Google Maps – they use the touch capabilities to zoom into a specific location of a fire to discuss different ways to access to location etc.

 If you have an interesting way you are using an interactive whiteboard please share this information – we could all learn from your experience and wisdom!

Megan Lane

Inside Sales

ImageSource

Conversion of Documents at California County Assessor’s Office Creates Paperless Office

ImageSource was the privately contracted vendor for a California County Assessor’s Office that embarked upon a major project designed to create a paperless work environment. The project processed and imaged 25 million pages of file documents. Documents were scanned at the rate of 125 images per minute, 8 hours a day. The County also implemented day-forward imaging rather than filing incoming paper documents. The entire project was completed in approximately one year.

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What Helps Make IBM’s Watson So Smart? Content Analytics

If you got to see IBM’s Watson compete on Jeopardy a few months ago, you probably thought that it was interesting that a computer could compete (and win) against humans in a game show. What was not as apparent was the technology behind Watson, or how it could be applied to solve business challenges and provide insight into the massive amounts of unstructured information in your organization.

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Just Another Day At the Office!

Now this was the last thing we expected when we drove into the office today! Occupy Olympia was evacuated from the park across the street and sure enough popped up across the parking lot in an abandoned building.  It was quite a site to see when you come to work in the morning.  SWAT TEAMS, PROTESTERS, EMERGENCY VEHICLES, REPORTERS… but we managed to carry on with business as usual.  We rerouted a few customers that were planning on having meetings at our office, and decided just in case things get crazy we better meet you at your office instead of ours.   ImageSource will probably be in the back drop of many pictures in your local and national papers today.   Luckily all turned out safe and no major incidents concerning any of the IS family.

 

Geetha French
Inside Sales
ImageSource Inc.

 

ImageSource Achieves Fourth Oracle PartnerNetwork Specialization for Public Sector

ImageSource is approved for their fourth Oracle PartnerNetwork Specialization achieving the Public Sector Knowledge Zone. This distinction highlights a partner’s ability to focus on serving the information and technology needs of the public sector, with a powerful combination of technology and comprehension.

The Public Sector Specialization recognizes Partners that have demonstrated their ability drawn from Oracle’s portfolio of software and hardware solutions to solve unique public sector needs. ImageSource achieved the Public Sector specialization though testing that demonstrated an understanding of Government technology challenges and through validated solutions and customer references.

As a leading integrator for Enterprise Content Management technologies, ImageSource has been providing business efficiencies tools for the public sector since 1995. With extensive ECM experience in city, county and state governments, solutions include imaging and document management, records management, web-content management, workflow solutions, Higher Educaiton solutions, agenda management and much more.

The three previous specializations ImageSource earned were Enterprise Content Management, Service Oriented Architecture and Enterprise Manager.  We are proud to add another specialization to our achievements in the Oracle PartnerNetwork Knowledge Zones and continue working on additional designations.  We look forward to announcing their completion in near future.

Debbie Horton
ImageSource
Communications Director

Vote for These Valuable ImageSource Presentations at OpenWorld 2011

ImageSource has proposed three presentations ideas for Oracle OpenWorld 2011. Please help us bring these valuable presentations to the Oracle community by voting for the three sessions below at the Oracle Mix website.

Getting Real with Oracle ECM 11g – Benefits & Lessons Learned from Going Live
Join this interactive discussion on the implementation of Oracle ECM 11g. See successful 11g installs for Accounts Payable and Records Management and learn how the most recent Oracle technology sets a solid foundation for these organizations for years to come. Discover how 11g provides a tight integration between vertical components providing a wide range of choices and more flexibility in architecting and designing solutions. Explore how Oracle 11g also provides a host of benefits in the context of the broader Oracle line-of-business platforms – weather it’s Siebel, CRM on demand, JD Edwards or PeopleSoft – the integrations will be tight.

Mastering Records Management and Retention Policies with Oracle ECM 11g
One of the largest counties in the Northwest recently implemented Oracle ECM 11g for Universal Records Management. The system, designed around the core concept of contribution folders, is blazing the way to effectively manage records County-wide. The technology provides a hierarchal structure, with drag-and-drop functionality and automatic metadata and retention policies, for efficient and effective records management. Discover how this infrastructure for records management can facilitate Public Disclosure Requests and unleash the many enterprise capabilities of Oracle 11g.

Oracle ECM & PeopleSoft/JDE – A Synergistic Combination
If you use PeopleSoft/JDE and are interested in extending their capabilities to accelerate multiple business processes, then this is a must-attend session. Through a tight integration, business processes are automated using Oracle ECM software to leverage your data residing in your Oracle database, optimizing operations. Further advancing efficiencies, users can utilize ECM functionality without leaving the familiar PeopleSoft/JDE interface. Capture structured and unstructured information from paper or any digital source, develop electronic workflows and store all your information in a secure repository. Learn about specific synergistic solutions that have streamlined processes for Higher Ed, Financial Services, Human Resources and more.

You must become a Oracle Mix member to vote. Please sign up and vote to see ImageSource present at OpenWorld.

To Vote:

1) Click on this link: https://mix.oracle.com/
2) Register as an Oracle Mix member
3) Click on “Suggest A Session”
4) Sort by title
5) You must vote for at least three sessions for your vote to count. Please vote for the three presentations above!

Debbie Horton
ImageSource
Communications Director

Northwest County Goes Live with Oracle ECM 11g and Automated Records Management

A sizable county in the Northwest recently partnered with ImageSource on a major Universal Records Management solution. Implementing Oracle’s latest technology – Oracle ECM Suite 11g – the county’s Public Works and Utilities (PWU) led the shift to an automated system for managing records. By putting a state-of-art records management system in place, PWU is blazing the way for the county to effectively manage records and retention policies county-wide.

The impetus to automate records management at the County included a variety of challenges.  They were working from an electronic digital vault for storing documents that had been developed internally and operated with antiquated architecture and technology. The indexing structure was extremely complicated so they had difficulty finding and storing information and the vault had zero records management capabilities. There was no official File Plan in place and content was kept in multiple formats and several locations; paper files, network file system and the vault.

The starting point for the project was to perform a Policy and Procedure review.  From that ImageSource Professional Services delivered several reports including eDiscovery and Public Disclosure recommendations, a vault migration strategy, a metadata model and an official File Plan for automating records management with government mandates and regulations.

Once the structural foundation for records management was analyzed, evaluated and a governance plan put in place by ImageSource, the technology implementation was the next step. Oracle 11g was selected as the infrastructure for several reasons. Recently redesigned, Oracle ECM utilizes JAVA programming technology for its ECM suite, providing the most recent Oracle technology and a solid foundation for years to come.  11g also provides a tighter integration between vertical components, which at the end of the day, provides a wider range of choices and more flexibility in architecting and designing solutions.  Oracle 11g also provides a host of benefits in the context of the broader Oracle line-of-business platforms – weather its Siebel, CRM on demand, JD Edwards or PeopleSoft – the integrations will be tight. The other Oracle products used to support this implementation are Oracle AutoVue, Oracle Secure Enterprise Search and URM Adaptors for SharePoint and the Network File System.

Utilizing Oracle ECM 11g and its Universal Records Management (URM) module, records management policies are now in place for three workgroups within Public Works and Utilities. A system was designed around the core concept of contribution folders. In order to ease transition, the Oracle software was designed and set up to mimic the folder structures that the County was using on their network file system. The contribution folders have a hierarchal structure and content contribution to the folders is extremely easy with drag-and-drop functionality. The hierarchal structure enables automatic assignment of metadata and records management policies without ever having to key index values.  Direct contribution capabilities into the file structure are also available from Word, Excel, PowerPoint and Outlook.

The County went live with this new Records Management solution a few weeks ago and is now moving toward a completely automated records management system in PWU. This solution also provided the County with the infrastructure to facilitate Public Disclosure Requests and to automate records management County-wide. The benefits will be far reaching as the County moves into full production and later expands the many enterprise capabilities of Oracle 11g.

Debbie Horton
ImageSource
Communications Director

ImageSource, IBM and Enterprise Content Management for Healthcare

Back in March, ImageSource® became an authorized reseller of IBM ECM Products as a ValueNet Partner. As the partnership settles in, we are excited about the momentum we have with IBM. IBM recently participated in the Nexus® 2010 conference as a gold sponsor. At Nexus the IBM ECM product line was featured in two breakout sessions, IBM was formally introduced as a partner and the validated IBM solution developed by ImageSource was presented.

ILINX® ECM Connect for EpicCare® is a validated solution that utilizes IBM FileNet Enterprise Content Management to solve core content management needs in healthcare organizations. It is designed to extend the power of EpicCare Electronic Medical Records by equipping healthcare organizations with the ability to capture ALL content that is external to the EMR. The solution allows healthcare workers to stay in the familiar Epic environment for the capture process or when retrieving an image at any point.

The combination of EpicCare and IBM Enterprise Content Management provides healthcare organizations a multitude of benefits. By integrating the two through ILINX technologies, users can access all information through EpicCare, without having to know how the backend content management system works. There is one point of access. Patients can be assured their information is dept confidential, because security parameters are inherited with the integration and privacy regulations are kept intact.

Although validated for EpicCare, this solution can be implemented for a multitude of EMR systems.  No matter what EMR system you are running ImageSource can implement a solution to integrate ECM technologies and help you gain 100% Electronic records.  Contact us for more information or for an invitation to a Webinar scheduled for January 26, 2011.

To learn more about the solution visit our vimeo channel named “IBM / FileNet Integrations for Healthcare” or visit our IBM solution page.

Debbie Horton
ImageSource
Communications Director

City of Kennewick Launches ECM Solution by Streamlining City Clerk & Payroll Processes

The City of Kennewick, Washington, looked to an ECM solution to help streamline processes. Because of changing economic conditions and a shrinking tax base, Kennewick needed their business processes to enable them to do more with their current resources. As one of Washington’s most progressive cities, Kennewick recognized that implementing a core Enterprise Content Management (ECM) system would help them meet this goal.

To read the entire case study, visit http://imagesourceinc.com.

Organization:
City of Kennewick
www.ci.kennewick.wa.us

Industry:
City Government

Solution:

  • Workflows for Agenda & Payroll
  • eForms

Challenge

  • Required to do more with current resources
  • Paper-intensive processes
  • Manual routing for approvals laborious & expensive
  • Documents difficult to locate
  • Duplication of documents
  • Payroll process labor intensive & error-prone
  • Excessive storage space required

Key Benefits

  • Flexible workflow allowing various approvers depending on need
  • Documents easy to locate and always available
  • Changes are easily accommodated
  • Agenda ePackets are easy to build, distribute to Council & public
  • Most current version of documents accessible across all departments
  • Reduction in storage
  • Infrastructure for storage & electronic workflow can be leveraged city-wide
  • Integration with existing Payroll system improves accuracy
  • Intuitive indexing & validation
  • Automated data entry
  • Payroll processing reduced 90%, or more

Products

Kristina Parma
Communications Manager
ImageSource, Inc.

Enterprise Content Management Brings Efficiencies to Government

In a press release dated December 3, 2009, Governor Gregoire announces several significant reform measures to ensure Washington State delivers services more efficiently and effectively. One area of focus is information technology opportunities.

“Wide adoption of IT shared services allows agencies to concentrate on mission-critical needs while achieving savings through economies of scale and standardization,” said Tony Tortorice, state Chief Information Officer. “This is better for the agencies as they work with fewer resources to provide better service, and it’s better for Washingtonians who will receive better service at a lower cost.”

At Nexus 2009, the ECM solutions conference hosted by ImageSource, two government entities received ECM awards for improving services and creating efficiencies in their daily operations.

The recent ImageSource press release, dated November 10, 2009, highlights the two ECM solutions. Below are highlights from the press release.

The Department of Financial Institutions (DFI) received the award for Best Use of Complementary Technology for a solution that automates the routing, monitoring and management of imaged checks and supplementary documents received by DFI.

“This solution assures that all checks and supplemental documents are imaged almost immediately, facilitating the rapid deposit of checks received by DFI.” said Ron Seymour, CIO, Washington State Department of Financial Institutions. “Being recognized at the Nexus conference highlights DFI’s commitment to develop technology that benefits the State of Washington,”

The City of Richland received the award for the Largest Return on Investment for an ECM solution that streamlined their agenda process by creating electronic workflows.

“Technology is rapidly changing how cities in Washington can gain efficiencies, improve processes, network and share information. Our objective is to make Richland a leader in information management,” said Jon Amundson, Assistant City Manager, City of Richland. “We are honored to be recognized by this award which demonstrates the economic benefits this technology can bring to the City and its constituents.”

Debbie Horton
ImageSource
Communications Director

 

 

AIIM 2010 Awards Nominations Open – ImageSource and the City of Kennewick Win in 2009

AIIM recently announced they are accepting nominations for the AIIM 2010 awards.  The Awards Program recognizes the leaders, the innovators, and the dedicated members of our community. Award nominees test the boundaries of our industry, look to the future, respect the past, take risks, serve their profession, and welcome diversity of thought.

In 2009 ImageSource Customer Partner, the City of Kennewick, was the recipient of the Carl E Nelson Best Practices Award which recognizes excellence in the ECM field by showcasing successful ECM implementations.

The award winning implementation at the City of Kennewick provides a comprehensive system for a variety of business processes. It supplies workflows for the routing, review, approval and distribution of City Council agenda documentation and enterprise repository document storage. Electronic LiquidOffice time cards have been implemented for streamlining the submission of information by employees and payroll processing. Additionally, ImageSource’s ILINX Distributed Indexing was integrated to enable the successful contribution of all content to the City’s Oracle repository through intuitive indexing and validation. The new system has contributed to the City’s existing levels of service, despite the reduction of seven full‐time employees in the current biennium. The City’s new technologies and ensuing processes have the potential to save Kennewick nearly one million‐dollars in storage costs over the next five years.

The 2010 Awards will be presented during the AIIM Exposition and Conference in Philadelphia, April 20-22. ImageSource looks forward to submitting another world-class solution for consideration in 2010.

Debbie Horton
Communication Director

Congratulations City of Richland!

ImageSource would like to congratulate the City of Richland on winning both an ImageSource Customer Partner Award for the Largest Return on Investment at Nexus 09, as well as an InfoWorld 100 Award!

ImageSource’s annual Customer Partner Awards recognize customer organizations who have implemented solutions that streamline business processes and make efficient use of different technologies. The InfoWorld 100 Awards recognize organizations who have implemented technologies that have helped achieve business goals. For the complete list, visit www.infoworld.com.

Jon Amundson from the City of Richland sat on the Case Study Panel at Nexus 09, ImageSource’s ECM Solutions Conference, to discuss the solution at Richland. To be a part of Nexus 10, go to www.NexusECM.com to register! Register before December and receive a discounted price of $195! Use code NEXUS10SPL. After that, the price goes up to $295!

Kristina Parma
Corporate Communications Manager
ImageSource, Inc.

  

Build vs. Buy

Over the course of my last 12 years in the Enterprise Content Management space, I have seen many progressions and changes.  When the industry was in its infancy stages, we relied on specialized PCI cards to drive the scanners at rated speeds, high resolution graphics cards to display clear images on a monitor, and every system installation needed holy water sprinkled on it to ensure that there weren’t any compatibility issues or conflicts with the operating system.  There were hundreds of software vendors that claimed to be the premier document imaging / document management / scanning / (whatever new term that AIIM came out with) system.  Systems were sold, installed, and many failed.  We have seen progressions where the hundreds of vendors have consolidated to a few leaders that are recognized as true ECM platforms.  We have seen Microsoft enter the market with SharePoint which has driven the need for a new wave of products and services to bridge the gaps in its functionality.  Along with these progressions and changes with the vendors, we have also seen how internal IT departments look at ECM.

In the beginning, there was many components, many moving parts, and technology that the IT staff wasn’t readily familiar with.  As the first and second generation systems were installed, the product sets matured where the IT staff technology professionals could be trained in a platform that was sustainable.  As this progressed software vendors could switch their focus from making the systems work in a rudimentary sense, and switch the focus to the development of features and functionality that led credence to aspects such as compliance, accountability, governance, and security.  The successful Tier 1 vendors (see Gartner report for leaders) now have scalable products that address all aspects of ECM – document imaging / document management / web content management / forms management / records management / workflow – Business Process Management.  With this, training is now readily available to equip any IT staff with the tools and resources to maintain and build upon systems where compliance, accountability, governance, and security are all part of the core.  Knowledge and education are now key determinants for success.

With this knowledge and education comes empowerment to the IT staff.  In the industry today, I am seeing an increasing number of corporate IT staffs choosing to forego their existing systems and internally build components that allow them to store, retrieve, maintain, and manage scanned images and data.   I understand that there are many talented programmers and systems architects in the workplace that are capable of building database management functionality and that can build user interfaces that allow for searching file structures.  What I don’t totally understand is the value to organizations when a top resource is consumed in developing a product / system and maintaining and supporting the product / system.  It has taken Oracle Stellent, IBM FileNET, EMC Documentum, OpenText (to name a few) each over 15 years to come up with a product offering that is stable and that meets 85% of most organization needs without customization.  Why reinvent the wheel when there are cost effective, proven solutions that can automate business processes that will show efficiencies and pay for themselves over time?  There are many technology focused companies that have invested multi-millions of dollars, and many years  in developing methodology and products.   I don’t know how an organization that is focused on their specific expertise – retail, manufacturing, healthcare, banking, can morph into a software development / systems delivery organization.

Build vs. Buy – no correct answer, but definitely worth discussing.

Feedback welcome.

Jeff Blissett
Senior Account Executive
ImageSource, Inc.
www.imagesourceinc.com

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$350M in Local Government Swine Flu Preparedness Grants

The Department of Health and Human Services officials announced last week that they will commit sizable resources to help state and local governments, families and healthcare organizations prepare for the fall flu season in light of the ongoing H1N1 flu outbreak.

Some of the grant funds will be used toward systems and functions that will help improve how state hospitals and public health departments are able to investigate and track information.

Implementing the right tools can help in gaining immediate access to data and distribution of facts.

Now, with ILINX Capture a simple click of a button can capture any type of critical information about H1N1 at any desktop–from paper electronic documents, from email to faxes–and deliver it where ever you need it to go.

And when we say simple, we really mean it. A web-based capture application, ILINX Capture is simple to administer.

Kimberly Torres
Marketing Coordinator
ImageSource, Inc.