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.
I have a challenge for the readers of this blog. Are you ready? Take deep breath. I want to challenge you to, DO MORE WITH LESS. I think we are often taught to want more, that we “need more”. I am challenging you to someone that can do MORE with Less. I am sure you are wondering how this relates to content management, the topic I was asked to write about. Well I think I can bring you to that reality, so continue reading. Today we face an economic reality that is forcing us to do more with less. It makes you think long and hard about what is important and what is needed. This concept can be taken all the way to the documents that we deal with for our business processes. Often we create business process around what we have “always” done. I think it is time to stop and relook at your business. How can capturing data as it is created and making it electronic increase productivity as well as reduce costs overall? Many studies share the ROI of this fact. Do more with Less. Stop making more paper, and make Less. Stop doing more work and do less. If this is something you are ready to talk about, I know that our team of consultants are the right people to help you conquer that task. It is a daunting one, but it must be done and you want the right people to lead you through the challenge. We have done this for many years and have proven to be true professionals and experts at the task.
Please take a minute to read a Case Study done for the City of Kennewick .
“We’ve comfortably taken the leap to a paperless environment. Departments are much more self-sufficient in finding content. I no longer spend countless hours making copies & distributing them.”
– Valerie Loffler, City Clerk, City of Kennewick
This week ImageSource was approved for the Enterprise Content Management Specialization from Oracle. Oracle Specializations are designed to recognize distinguished Partners that have experience and knowledge in one or more product pillars. As a leading provider of Enterprise Content Management technologies, consulting, and integration services ImageSource proved their high level of expertise though testing in sales, support and implementation. ImageSource also demonstrated their experience with validated solutions and customer references.
ImageSource has been implementing ECM technologies since 1994 working with Optika, Stellent and now Oracle Enterprise Content Management, recently renamed Oracle WebCenter Content. We have a vast customer partner network where ECM solutions have greatly improved business processes and created efficiencies for government, higher education, finance, healthcare and many other industries. Our Website hosts multiple case-studies showcasing our Oracle solutions for Costco, Mazda, Suzuki, Swedish Medical Center, San Jose State University and more.
Oracle WebCenter Content provides organizations with a unified repository to house unstructured content, and deliver it to business users in the proper format, and within context of familiar applications to fit the way they work. It provides strategic content infrastructure for managing documents, images, and rich media files, End-to-End content lifecycle management from creation to archiving and contextual enterprise application integration. ImageSource has certified staff and extensive experience implementing this technology. We are proud to announce this specialization and look forward to announcing more certifications in the near future.
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.
Times are changing now, and there are demands for student portals, integrations with Student Information Systems, the ability to capture electronic transmissions, the need for extensive workflows, and quite frankly, the ability to work more efficiently. More work has to be completed by less people. In most cases, staffing levels have been reduced.
The problem is, most systems currently installed in these institutions were built by Hershey, ImageNow, Nolij and other client server technology software manufacturers, and were built for specific purposes, primarily to eliminate space.
However, In order to meet the demands for campus-wide ECM solutions, there is a need to move from client server platforms into true n-tier architecture products, where standard document imaging has been integrated with Web Content Management, where records management and digital asset management is all part of a suite of products. Content needs to be ingested at the beginning of the process and pushed to knowledge workers.
In today’s world, content is not about scanned pieces of paper, it is not about bar code indexing, or OCR technology. Universities are demanding products that are versatile and can be supported by a light IT staff. The cost to repeatedly introduce an RFP for every IT need has been realized. The requirements now set forth in an RFP for content management solutions far surpasses the ability of the traditional scan, store retrieve systems of old.
The new technologies available in Enterprise Content Management platforms will be demonstrated at the ACCRAO conference in Seattle, the 14th through 16th of March. At booth 106, you will see how a student portal will work. At the ImageSource presentation Tuesday evening at 5pm, you will see the inner working of the system designed for San Jose State University, due to go live early spring.
Chief Solutions Officer
Looking to migrate documents out of an older version of Oracle?
ImageSource has been installing and maintaining content management systems since the early 90s. They have extensive expertize in most industries, including both the public and private sectors. ImageSource has installed the 11g platform for records management in a large county in the Pacific Northwest and are planning to convert several large clients from prior versions of the software to the latest release of Oracle.
ImageSource has had a lengthy track record with the product, with the first installation at Costco Wholesale in 1993. There are more than 60 applications running on IPM with access to more than 1,000 users with approximately 125 million objects that have been added to the library since the early 90s. Whether an image was created in 1993 or 2011, the system can recover it easily.
The migration from prior platforms to 11g takes a lot of thought and requires considerable experience in both the older and newer versions.
Chief Solutions Officer