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.

How to get the best bang for your buck!

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:

  • Color or Black & White (B & W) scanning? The majority of scanners automatically come with color option but can also provide B & W scanning for smaller document size files.
  • Is Speed important – scanners are classed by Pages per Minute (PPM). How fast do you need the scanner to scan?
  • How much volume are you expecting to scan per day, week or month? Volume and speed is determined by the manufacturer when they develop the scanner.
  • Manufacturers group their scanners into categories based on PPM and the Daily Duty Cycle (DDC). DDC is how many images the scanner can handle on a daily basis. So if you have a large volume of scanning to be completed on a daily basis, a small desktop workgroup scanner will not be sufficient for the volume – it would break down all the time. Here are the general groupings that manufacturers use:

Continue reading

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)

    Puzzle_arrows

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.

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.

Getting it Right: Distributed and Mobile Document Capture

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

Fujitsu Announces New 7000 Series—the Next Generation of Workgroup Scanners

FUJITSU fi-7160 ScannerThe 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.

Continue reading

Busyness is killing Business

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.
Continue reading

ILINX Capture 5 – Do you need to capture information anywhere, anytime?

ILINX Capture 5 upcoming Webinar

The ILINX suite of products are flexible, lean, and highly adoptable web based tools. You can capture information whether electronic or paper on a desktop, multifunction device, scanner or mobile device. Capture anywhere, anytime!

Continue reading

Enterprise content management in higher education

The Times They Are A Changing

Change. Change on college campuses in administrative systems has historically been slow. Most universities still admit and manage students using a complex web of people, mail, paper, manual routing and data entry. They know it is inefficient and costly. So why is higher education lagging behind when there is a huge opportunity to gain efficiencies, particularly with the technologies and best practices we have today?

Risks. Rolling out many small software projects across a campus can delay addressing the big picture, and give the illusion of avoiding risk. The need for collaboration and the high cost of managing multiple systems with duplicate data sets are not addressed initially. The risk then becomes in controlling the waste. Somebody is eventually going to add that up.

Future. Though higher education is still in its infancy compared to most sectors, a new awareness of the need to manage unstructured content is gaining momentum. Along with that realization are the departmental process reconfigurations and then it can’t happen fast enough. People in an organization touch and re-use information despite their department of origin. The future is to manage a piece of content once and make it available to those who need it. Continue reading

Are you using your checklists in PeopleSoft?

You probably have one or more document imaging systems that enable you to reduce paper files, but how is your staff managing communication with students? Well designed paperless processes include efficient communication with students by the Offices of Admissions, Enrollment and the Registrar. Much of the communication with prospective students during the information gathering process can be system generated based on document types, system checklists, and timely automatic notifications.

That is just one of the many benefits of using PeopleSoft checklists. University administrative staff can also receive automatic notifications when documents are received and files are complete, shortening cycle times for student evaluation, acceptance and enrollment. Is your system set up to provide the following? Continue reading

Are you “Powered by ILINX?”

Organizations are realizing more and more every day the need to reduce paper, automate labor-intense processes and eliminate duplicate tasks. Since we all know time is money, this is important now more than ever. But how do you choose the right technology to assist with this? We hear quite frequently that users are comfortable working within their line-of-business systems and that bringing in a large, complicated content management system will only confuse them. My response to this is, “Are you Powered by ILINX?”

Continue reading

Save Time and Money With Advanced Capture

Does your organization waste valuable time and resources to manually prep documents? Are you tired of manually typing in data which oftentimes isn’t inputted accurately and error-free? If you want to venture away from these tedious slow processes, there are solutions out there! Advanced capture technologies will streamline and automate the transformation of documents into structured electronic information for your business processes.

Continue reading

Rule Your Data with IBM Datacap Taskmaster

AIIM’s (Association for Information and Image Management) research reveals that 40% of organizations that implement a Capture Solution will achieve a ROI within 12 months.  AIIM separates capture software into 3 categories: Ad-hoc image, batch image and batch transaction. There are many capture products available but one in particular I would like to discuss is IBM Datacap Taskmaster Capture software which is classified as batch transaction.

Continue reading

300 Million Pounds of Frozen Vegetables

If you haven’t seen our National Frozen Foods customer success video yet, take a break for less than 3 minutes and see how this corporation that produces over 300 million pounds of frozen vegetables a year utilizes their Enterprise Content Management system to increase their business efficiencies.

Continue reading

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.

Continue reading

The top 5 mistaken beliefs about content management

Your university may or may not have a strategy for managing content, the unstructured information streaming in and out of all areas of your campus on a daily basis. It’s likely you at least have a partial strategy where one or more of your departments is capturing and storing some type of unstructured information for later retrieval.

In a world where the use of digital channels is enabling organizations to synthesize large amounts of information in seconds, universities are making it a top priority to gain control of that rogue 80%, which is the approximate amount of unstructured information slipping through the cracks. This information is not easily accessible because it is scattered and isolated in departmental or personal file systems. This is the information employees need to do their jobs.

Information management 20% structured 80% unstructured information

University structured v. unstructured content

Content management services and software technologies have adapted to changing business environments so quickly over the past ten years, it is difficult to keep up with where the capabilities lie today. The following are five mistaken beliefs about content management and the facts that dispel those beliefs.

5. Content management is mostly beneficial for scanning and archiving documents.

Content management covers the lifecycle of information from creation and publication to archival and eventual disposal. One of the largest benefits of content management is enabling workflow automation. A perfect example is when someone in your organization wants to buy something. The individual begins to create documentation such as pricing research, correspondence, a requisition, purchase order, invoice and a contract to name a few. With workflow automation, these supporting documents are captured, routed and accessed interdepartmentally for approval, payment and auditing. Transactions are processed in hours or days instead of weeks.

Continue reading

If You Don’t Have Time to do it Right the First Time, When Will You Have Time to do it Over?

Growing up, we learn that it’s important to plan for certain events. We plan for moving, vacations, presentations, and even certain disasters. Planning for an IT project is just as important. I recently saw a statistic that said 62% of all IT projects fail to meet their stated goals, and that more than 50% of all Enterprise Content Management projects fail. This means that it’s more important than ever to make planning your Enterprise Content Management projects top priority.

Continue reading

Are You Realizing the “E” in Your ECM Projects

I’ve  worked in the Enterprise Content Management (ECM) industry and sold software solutions in this space for over 12 years now. Since then I’ve been involved in hundreds of transactions and sales cycles with many Fortune 1000 companies. One thing that stands out very clearly  in my time in this industry is the fact that I’ve never worked with a single organization that had a plan to realize the “Enterprise” part of Enterprise Content Management software.

One story that vividly sticks out in my mind is an engagement we were called into back in 2002 with a Global 1000 company that was evaluating ECM software to solve their invoice processing challenge. After an evaluation period that lasted about two months, we were selected as the vendor of choice and went into the contracts phase of this engagement. One of the things we wrote into the contract was a clause that stated this company retained the right to execute on an enterprise license for everything in our ECM product suite for a specified dollar amount within 365 days of the signed contract.

Exactly 364 days from the date we put that clause in the contract and the CIO of this particular company executed the option for our ECM software suite, and paid a significant sum to do it. When I met with this CIO a couple of weeks later to discuss his roll out plan he informed me that he didn’t have a plan to roll out the software and what he purchased was a “tool” for his “tool kit”. As I left the meeting I thought that was a rather odd statement for him to make and I filed the information away in my memory bank. As the days turned to weeks, then months and finally years, the “tool” that this particular CIO bought never left his tool kit. The sad conclusion to this story is that 5 years later this same CIO went through another ECM vendor evaluation and spent millions of dollars more on another enterprise license with another company. The challenge here wasn’t the software because the software (FileNet) at the time was a leader in the ECM space, the challenge was that this CIO didn’t have a deployment plan or a method to help him create one. Because of a lack of planning this CIO wasted millions of shareholders dollars in direct, indirect and opportunity costs because of his lack of foresight in planning.

The ImageSource ECMEcosystem™ consulting methodology was created with this dilemma in mind, the dilemma that companies don’t have the resources, expertise and time to strategically plan for successful project rollouts. Our ECMEcosystem can help organizations:

  • Create an appropriate strategy to help them rationalize their current ECM infrastructure
  • Assess the organizational maturity level and responsiveness to change
  • Monetize ECM in a way that is meaningful to C-Level executives
  • Accurately capture requirements and use cases to develop an accurate road map
  • Put together cost / benefits analysis to justify the payback and ROI of an ECM investment

One of the key questions every project team should ask themselves before engaging in ECM initiatives should be, “Wouldn’t it make more business sense for us to invest in some ECM planning before engaging in the complexity of ECM acquisition and project roll-outs?”

As someone once said, “If we never take the time to do something right, when are we ever going to find the time to do it over?” Those are words that ECM project teams should live by!!

Cass Holloway
VP, Oracle Solution Sales
ImageSource, Inc.

Content Collection and eDiscovery

If your organization is like many others, a call from legal or human resources to produce evidence for an electronic discovery (eDiscovery) request can turn into a time consuming and expensive endeavor.  Searching through and analyzing emails, electronic files, SharePoint, and other content is an arduous task, especially if all of that information is contained in silos, with no common repository.

We have helped customers, at the very least, from a cost savings perspective; realize savings from de-duplication of content.  In many cases, customers can see a return on investment in less than one year!

ImageSource can implement enterprise content management solutions that can collect all of the data in you environment, according to your policies, and make it available for legal search and discovery.

We can advise you on best practice for implementing a “content collection, archiving and eDiscovery” infrastructure that will utilize your file plans, and make sure you address these legal concerns:

  • “We don’t want to keep too much content”
  • “We want to keep the right content”
  • “We want to meet the government’s requirement that consistent, repeatable processes are in place”

We’d love to discuss your specific situation, and leverage our expertise to help solve your challenge.  There’s no reason why, with the technology available, that organizations should still be struggling with the same problems from the ‘90s.

Archie Horton
Regional Sales Manager
ImageSource, Inc.

Decentralized Scanning: Evolving Thought

Doctors, for a long time, assumed our brains (like so many other complex machines) had a “top down” structure for how we process and store data. Historically, medical scholars thought that there must have been an overpowering component within the brain (hippocampus) that would call on certain brain neurons for information. If you needed to recall when your wedding anniversary was, the hippocampus would call on neuron 56352.2, for example. If it needed to recall how to jump start your car battery, it would call neuron 7362.3. To prove this theory, doctors in the 60’s hooked up test subjects to various sensory equipment and would ask them a series of questions. They thought, if you asked the test subjects certain things, very specific neurons would fire. So, they began monitoring these specific neurons in the brain… And they wound up waiting and waiting and waiting. Unfortunately for the doctors, instead of a neat, logical correlation between particular memories and particular neurons, they found a hodgepodge of neurons being called. With each question, many different neurons lit up… What was going on?? Surely, memories resided in a specific location in the brain. As much as doctors wanted to find a hierarchy in the brain, it just didn’t exist.

Eventually, doctors began to realize that various memories were actually stored across numerous parts of the brain. At first, scientists thought this theory to be somewhat primitive and disorganized. As counterintuitive as they thought this might be, this brain model theory would make one’s memories far more resilient. In the old model, if the specific brain neuron was damaged, we’d have lost that memory forever. With the more modern understanding, however, the loss of a single brain neuron doesn’t amount to a sudden vanishing of data.

Within the business world (very much like our brains), we constantly try to find hierarchal structure when building companies and organizing business processes. In my review of how companies around the world are adapting within this highly competitive landscape, more and more operations are decentralizing various processes and procedures. They are accommodating new consumer expectations, as opposed to forcing the centralized “brick and mortar” approach to work. The older centralized approach ultimately has become too slow, too costly, and too inconvenient for this modern fast pace demanding and competitive economy. This model creates a single point of failure, which can be detrimental in the grand scope of a business. In the world of imaging (or information capture), more organizations are placing their ingestion gateways out on the web, or simply closer to the consumers themselves. Take a look at the Wikipedia, Ebay or Craigslist business models. Why burden the consumer with complex ordering processes and procedures? Why not empower them with a “24/7” means of ordering services, on their whim or demand? For banks, more new and existing customers are opening accounts online, and more loans are being executed right away as a result of branches being able to capture critical consumer information in “real time”. An insurance adjuster with a hand held capture device like an iPhone can snap a picture in the field and deliver that content directly to a claim file instantaneously. The demands placed on business in this technology age are unmerciful. Business practices should strive to meet the consumer’s needs at new levels and understanding “how” to do this via technology is a step in the right direction. It is possible to utilize all of our business “neurons”. We can branch out and capture more data and accomplish more of our goals.

Just like neuroscience, we need to evolve our thinking in the world of business operations. Distributed Capture, or providing consumers a simple means to interact and request services or products, is the not the wave of the future… It is the demand of the present.

Ed Figueroa
ImageSource, Inc.

Why a good ECM Integrator is important?

I am a big fan of HGTV, especially one particular show “Holmes on Homes.”  For those of you who are unfamiliar, it is about a general contractor who is on a crusade to weed out bad contractors who take short cuts when performing the job they were hired to do. Because the “bad contractors” took short cuts and didn’t do the job right in the first place, they created more problems over and above those which they were originally hired to fix in the first place. “Doing it Right the First Time” has become the mantra of the show.

By now, you may be asking yourself what one of my favorite TV shows has to do with ECM…well, frankly, everything. After 43 years in the computer industry and having worked in many aspects both in the technical and sales side of the business, it will still continue to amaze me that I see as many failed implementations as I do.

The sad part is that it does not have to be if customers would take more care in the evaluation process and place more focus on the integrator who understands solutions and less on the software vendor who provides a tool.

First let’s define an expert. An “expert” is someone who does 12 things, 12 thousand times, not 12 thousand things 12 times.  A good integrator is just that, they are” good” and can be an asset to the customer looking to implement any ECM solution.  Many times a customer will focus on the software vendor to provide this expertise. Software vendors sell software. The problem with this is the software vendor is interested in selling their software or selling you additional software and possibly ignoring the fact you already have what you need or supplying you with the incorrect software for the solution you need.

I have witnessed this many times and to say it can create a messy situation is quite an understatement.  In one such case, the customer purchased well over a million dollars in software, but the software vendor and his reseller never understood the requirements of the implementation and certain costly components were left out of the solution. Worse yet, false expectations were set for the customer regarding professional services and implementation costs.

How does this happen? First and foremost, neither the software vendor or reseller had any actual experience with ECM nor the costs associated with implementation. Neither understood the solutions requirements and they purposely deflated the services costs fearing they would jeopardize the software sale. Using an “expert” integrator would have provided the necessary solution, protected the customers’ interests and a positive experience would have been the outcome for the customer.

Another unfortunate circumstance we all share is the state of our economy. Economic times like the one we find ourselves in have a way of bringing out all kinds of new so called “experts.”  In this environment the customer must make sure they are able to separate “the contenders from the pretenders”.

I am a firm believer you get what you pay for. It continually irritates me to see a customer pay for the same real estate multiple times because they hired someone unqualified to implement their solution.  Following a few simple steps can prevent this from happening.

  • Remember the definition of an expert
  • Check  multiple references
  • Ask for a list of customers with similar solutions and have honest and open conversations with these customers about their experiences
  • Beware of the integrator who tells you they can have someone on site in just a couple of days to begin work. Any integrator worth working with will be worth the wait.  An expert integrator will typically have a 30 – 90 day interval before project start date.
  • You get what you pay for

Bob Garrido
Senior Account Executive
ImageSource, Inc.

Do You Know Where Your Records Are? Are They Safe?

Just recently I attended a thought provoking round table discussion involving records management. I, being directly immersed in enterprise content management, have bypassed the times when people stored physical records in an outside storage facility or in cabinets upon filing cabinets solely for records. Oh wait, that still exists!

One topic of discussion was what to do during a disaster. What do you do to save all the paper records when there is a flood or a fire? The various answers ranged from putting them in a trash bag if it involved flooding or putting your records in a freezer if there is a fire. These do seem like practical solutions but I’m not sure how efficient this would be when you are racing against a fire or flood and there are thousands upon thousands of papers that need to be saved for a million dollar corporation.

I do understand the physical storage of paper and it is a practice that has been around forever, but now there are alternative solutions that will not only bring a great return on investment but also you do not have to stress about these “what if” situations. The solution is going paperless with Enterprise Content Management.

Did you know:

  • The cost to manage a 4 drawer filing cabinet costs $25,000 on average. (futurelawoffice.com)
  • It costs $20 to file a document
  • It costs $120 to search for a misfiled document
  • 7.5% of all documents get lost and 3% of the remainder get misfiled (Inc. Magazine)
  • Companies misfile up to 20% of their records (ARMA International)

If you implement an Enterprise Content Management system, these systems are designed to capture, manage, store, deliver and preserve structured and unstructured content.
If you are worried about who will have access to these records and documents, ECM is the answer. You can create restrictions so only certain people are allowed to access certain content.
If you are worried about the retention schedule of your records, ECM is the answer. ECM enables automation of records management so after the 5 year retention period comes up you will get a notification to dispose those records.
If you are worried about your files getting ruined from water or fire, ECM is the answer because you no longer  have to worry about maintaining physical copies.
And an ECM system can allow you to access your information from remote locations with multiple people accessing that info at the same time.

The possibilities are endless!

If you think Enterprise Content Management and going paperless sounds like the ideal solution then you are right. So come and explore the possibilities and capabilities of the various ECM technologies at our Nexus ’11 ECM Solutions Conference in Bellevue, Washington and we will help you get on the right track.

Tracy Lim
Communications Manager
ImageSource, Inc.

Utopia ECM

Utopia ECM (Enterprise Content Management) can be defined many different ways.  My definition is when the ECM system is so intertwined with the business process and business software applications that one really can’t exist without the others.  The users of the systems don’t even think about the fact that they are using ECM technology. Here are some examples:

  1. The sales rep submitting an expense report and scanning their receipts into an electronic workflow, doesn’t even think of the technology that they are using to start a business process.
  2. Traveling executives can retrieve, review and approve invoices and expenses from their laptop computer in a hotel room anywhere there is an internet connection.
  3. The employee on the order fulfillment line pulls up the supporting documents for the order details and instructions directly from their business application, but the source of documents were really from an integrated ECM system.

Remember how things like this used to happen without imaging, document management, workflow and system integration?
This concept of Utopia ECM became very apparent to me recently in an upgrade and migration project for an existing customer who is moving from an antiquated ECM application to ILINX.  It made me actually stop and wonder how they went from the simple concept of creating an electronic file cabinet, to a system that is virtually integrated into every department and many of their business processes throughout the company.  What I found out is that they took things one step at a time and have been sticklers about the following: 1) You get what you plan for, not what you pay for and 2) select vendor/supplier partners who have your best interests at heart.  The rest is just details.

Utopia ECM, isn’t that what we all want for our businesses?

John Smetana
VP, ILINX ECM Sales
ImageSource, Inc.

As Easy as One, Two, Capture

Enterprise. Content. Management (ECM)— “Enterprise content what… Enterprise rental cars?”

People who are not in the ECM/ technology industry are most likely unfamiliar with this three- word term. Just watch our hilarious Street Smarts Video to hear the various answers. This is a phrase that can sound a little intimidating and jarring. I, myself am new to this industry, and I’m not going to lie—right before working at ImageSource I was intimidated. Prior to my start date, I had repetitive thoughts running through my head, “How am I going to learn and master the Enterprise Content Management industry?” But luckily when I began working at ImageSource these thoughts soon disappeared.

Don’t be fooled by the ECM term, a broad description will make understanding this industry possible. ImageSource is a full service Enterprise Content Management solutions provider and integrator. This means we offer services and infrastructure using paperless technology. Everyone has tons of papers, documents and files. This can range from a small doctor’s office that needs to keep track and organize their patient’s health charts, medical history, insurance, etc. to a larger scale such as an entire city in California: organizing, processing and recording thousands of papers a day. ECM comes in by capturing (such as scanning), organizing and storing all these papers which can be easily retrieved even from a remote location.

Real Life Snippet:
Just yesterday I went to the car dealership to pick up our company car after getting it serviced. Like any other business, you receive services, pay for the services, and then get a receipt.  Upon receiving the receipt my first thought was, “I need to make a copy so I have one for my expense report and so that our accountants have a copy as well.” BUT this is where ImageSource comes in. ImageSource offers a product called ILINX®. And keeping up with the times, we have a smart phone app called ILINX® Capture Mobile. All I had to do was grab my iPhone, open up the app, and capture the receipt by taking a picture. I then typed in some data to index the receipt such as the date, location, and name of the company. The image then converted to a pdf and was immediately e-mailed to my own address. Now when I send in my expense report, I have the receipt ready to go.

My brief personal experience shows that we can even hone down to the individual such as you or me to explore the benefits of ECM and its services– all of which makes our daily lives a bit easier.

Tracy Lim
Communications Manager
ImageSource, Inc.

Taking PeopleSoft to New Heights in Higher Ed

The PeopleSoft ERP system you use for Student Information Services (SIS) has been built to support nationwide and world wide applications. As such, it cannot provide unique challenges for each business need.Typically, we see IT shops and business directors working around the deficiencies in the product in an attempt to meet specific business objectives.  We also see universities purchasing complimentary products to try to meet specific needs and requirements.

From an IT perspective, the cost to write custom code to modify PeopleSoft is prohibitive, or the software simply cannot meet the business objectives. With this in mind, ImageSource, a systems integrator for Oracle, has built several modules for higher education that will have a dramatic effect on how universities conduct business. The integration is codeless, so although we “talk back and forward” to PeopleSoft, there is little requirement to have PeopleSoft technical staff supporting the project.

This new module provides true business workflow that can be designed and built by the business unit, allowing work to be pushed out to the specified knowledge workers. The pilot project recently completed at major California University has been deemed a complete success. This solution now allows them to provide critical real time service to students, parents and faculty.  With the initial implementation in Finance and Student Services, this university is ready to implement the program campus-wide and gain substantial ROI.

If you’d like to know more about how this solution works please email Lynne Butler, ImageSource Higher Ed Business Consultant, at lynneb@imagesourceinc.com

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

Where’s My College Application?

A foreign student has applied to four different schools across the US. She spent two years in a community college where she received her Associate of Arts degree. She applied online at all four schools where she hopes to be accepted into a School of Engineering.

It has been three weeks and she and her family have not yet heard from any of the schools as to the status of the enrollment process.

In the meantime, hundreds, if not thousands, of new applications are being handled by enrollment services. Documents, including letters of recommendation, visas, foreign document permits, health records and transcripts are pouring into these universities. Additionally, there are automated transmissions imported into these schools in an attempt to reduce the workload of already overworked university staff.

Phones are constantly ringing with calls  from concerned applicants and parents. Emails are accumulating and can no longer be answered due to volume and reduced staffing requirements.

At most institutions, this happens to be standard practice during the enrollment time period, and universities are looking at better ways to service their applicants and to help break the bottleneck in the work process.

At AACRAO in Seattle next week, ImageSource will present the answer – a view of how the student services operation will look. A major university on the west coast has accepted the challenge and is determined to change the process through true Enterprise Content Management. It should be made clear that this is not document imaging. This university will continue to use their student information system, but documents entering the university will be processed immediately and will be sent to various workflow queues where they will be pushed through the system. As information is processed, it will be uploaded to the student information system, work packages will be distributed automatically to knowledge workers, and plans are being considered to update information to student portals for self-service.

Terry Butler
Chief Solutions Officer
ImageSource, Inc.

Colleges and Universities – Give Your Students Something to Cheer For!

Most Higher Education institutions have a student portal where students and parents can review mounds of information. From courses completed to the amount owed to events occurring at the school, the portal provides critical data. It acts as a self-service device to drastically reduce the amount of phone calls and emails that were once necessary.

However at most institutions, the ability to get REAL TIME information for a student applicant is very difficult. Questions such as, “Did you receive my transcripts? What else do you need? When will I know if I am accepted?” continues to be a difficult task.

At AACRAO in Seattle next week, you will have the opportunity to see the first student portal that is linked in real-time to the entire back room process for student enrollment. Not only will true enterprise content management (ECM) give the applicant peace of mind, it will provide huge benefits to all departments within student services.

Stop by ImageSource booth #106 during the AACRAO exhibition and don’t forget to register for the 5pm session hosted by ImageSource.

This is a really different experience.

Terry Butler
Chief Solutions Officer
ImageSource, Inc.

Higher Ed Automates Transcript Processes With ECM Technology

Enterprise Content Management (ECM) can provide a host of benefits to Higher Ed Institutions. Efficiencies can be found in Admissions & Registrar, Financial Aid, Accounting & Reporting, Human Resources, Marketing & Communications and more.

ImageSource Customer Partner, San Jose State University, is utilizing ECM technology for creative automation solutions in several departments, with plans to expand university-wide. Besides automating Finance’s requisition to PO process, a unique solution in Enrollment Services has created one of the most advanced transcript automation processes available.  Utilizing PeopleSoft as the core engine, ECM technology automatically extracts almost all data from paper and electronic transcripts and uploads the data to PeopleSoft.  The system provides coordinators, evaluators and auditors with concise, consolidated information, allowing them to calculate credits at the touch of a button and make enrollment decisions quicker.

Debbie Horton
Communications Director
ImageSource, Inc

Are Your Documents Controlling You?

As your business grows and expands, so does the paper that supports it. Important information can easily be lost or duplicated because the paper has gotten so out of control.  Your employees are spending hours that could be spent on growing your business even more on manually handling, searching and coping that paper mess.

Now there is an economical, paperless way to do business! ILINX® software gives you the ability to scan, securely store, search, send or share all of your business content.  It doesn’t just have to originate from paper either- you can import Microsoft Office files, email, digital media or just about any other type of file.

Another benefit that ILINX offers is that it works hand in hand with your other business applications. You have the ability to be able to click a button and it will instantly pull up any documentation that relates to what’s currently up on your screen. Without ever leaving your business application! Think about how efficient this will make your office- seamlessly joining together your paperless office with paperless processes.

By having a digital office, it also will allow you secure and quick input and access to all business documents- from anywhere. Any computer, any browser. You will be in complete and total control of your documents. ILINX is also very reliable, scalable and manageable. It is designed to have minimal impact on your IT resources, its user friendly and easy to maintain over time.

Interested in learning more about the technology and making your office go paperless? Check out our webinar:

Jennifer Jepson
ImageSource, Inc.

One-Hit Wonders in Enterprise Content Management

Defining Enterprise Content Management One-Hit Wonders

As I go about my every day sales and business development activities to evangelize ImageSource’s ILINX Enterprise Content Management (ECM) software products, I am amazed to see just how common it is for the originally installed ECM software system to be pretty much unchanged.  The use case is the same (e.g. Accounts Payable, Human Resources, Customer Service, etc.) and the system is used by mostly the same people.  Maybe a new application was implemented for Accounts Receivables, but by and large it is still the same system.  In some cases, the software has been up updated only once or twice, the scanners are original, the servers and workstations in use are running older operating systems and databases and the system might still be using a juke box for archival purposes.  This is very similar to what one might call in the music business, a one-hit wonder.  If you were to ask people in the music business, they would say a one-hit wonder is a very common tale.  And, so it seems that we have the same thing happening in businesses when it comes to Enterprise Content Management.

How did we get here?

What I have observed is that enterprise content management has become pervasive; however, it is actually a series of one-hit wonders.  Meaning it is managed and implemented differently by department and/or line-of-business.  For example, the  Accounts Payable department might use the originally installed ECM system, but the Marketing department uses nested shared folders on the network that also requires one to name the files in a certain manner; the Engineering department might be using some document management module that comes with their engineering software, but for imaged engineering drawings they go to the ECM system the Accounts Payable department uses; and the sales department had their CRM software integrated with a different ECM software application that is “cloud based”, as well as, they have become masters at using their network attached multi-function printer (a.k.a. MFP) to scan-to-email and ad-hoc scanning for imaging.  And, when things don’t work as they are expected to or malfunctions, the information technology department is supposed to pick up the pieces, work some magic (and fast) and “ta-dah” everything is back in working order.

What needs to change?

So how did we get to the point where we have so many different ways to image, file, store, retrieve and process documents and content in our businesses?  More importantly, what can be done about it to improve the situation to drive out duplication, increase efficiency and lower operating costs and risks?  First of all, let’s cover how we got here or better yet, what needed to happen first keeping in mind there is no one to really blame.  A large part of why businesses have not centered their businesses on a single ECM software system is that some evolution needed to take place.  First and foremost, the ECM applications themselves had to evolve from client-server and thick clients to be being truly web-based built on Web 2.0 technology and architecture; it is important to note that not every ECM software company has taken this step.  Secondly, the internet had to become as pervasive as the telephone (land line and/or mobile) and the bandwidth to support business use.  Thirdly, the ECM applications had to become less specialized in just performing one thing, such as, imaging, web content management, digital asset management, etc.  Fourth, the computing platform from which we access the information had to become a non-factor; this means that I can access my information from any device:  a PC workstation in the office, a laptop in a hotel, a tablet device like the Apple iPad and/or a smartphones.  Lastly, the investment of ECM software systems needed to scale to based upon the size of the business to actually be affordable and cost-effective which has largely not been a reality.

A new reality is possible today!

It is from ImageSources’ collective experiences of its employees and the 17 years of being in the Enterprise Content Management business that it can confidently and successfully assist companies and organizations of all types create a new paradigm.   Simply put, we make it possible to take disparate ways and systems of managing documents and content into a single system that serves every department and line-of-business of the enterprise.  It first starts with making document capture so simple and so accessible from any device.  ILINX Capture works with any TWAIN compliant scanner and can be configured to work with virtually any network attached multi-function printer (MFP).  ILINX Capture Mobile and the ILINX Tablet make it possible to capture documents and content in the palm of your hand.  ILINX Content Store  is ideally positioned for those companies that need a complete, full functioning, user pleasing and straight-forward approach to Enterprise Content Management.  It must also have the option to be integrated with business applications (ILINX Integrate) and does not burden the IT department with system management and administration tasks.  Mainly because it is built on Microsoft’s .NET web-based architecture; therefore, updates, changes and new applications can be deployed from a single-administration console and users can receive those updates via their intranet or internet.  If the existing content, documents, images and data in your current “dot.90’s” ECM system is a concern for you, ImageSource has the services and the tools (ILINX Export) to make this all important and critical step of migrating your information into ILINX Content Store.  The remaining question that you might have is this:  is it really affordable and cost-effective to consolidate disparate ways and systems, migrate the information and implement a new ECM software system?  And my answer to that is, “ImageSource’s approach and ILINX has proven to be so for many others, I have no reason why to think the same is possible for you and your company!”

 

New Year’s Resolution: Document Imaging

We just rounded out the year 2010 and with a New Year, come New Year’s Resolutions! Many people make personal resolutions whether that’s to lose weight, stop smoking, eat healthier, etc. But the sad truth of the matter that we all know is that many people don’t keep those resolutions or bail out after a few short months.

So how about choosing a resolution that is going to really stick?

It’s still amazing to me how many organizations are still using paper documents. They have to search for documents, pull files, re-file, look for misfiled documents, recreate lost documents, etc. What if I told you that you could capture that information from the paper and convert it into an electronic image and store it for later retrieval?

This process has the potential to save your organization substantial amounts of time, money, labor, resources, etc.

There are a multitude of reasons organizations look to document imaging for their paper-based information. A few of those reasons include information accessibility, security and compliance, and savings in a variety of areas like storage and resources.  According to AIIM (Association for Information and Image Management), it costs $20 in labor to file a document, $120 in labor to find a misfiled document and $220 in labor to reproduce a lost document. Think about how much you can potentially save with document imaging.

You might be thinking that this process will take loads of time and money. If you consider the long-term benefits of creating electronic files, the investment is worth it, as long as you carefully plan and analyze what needs to be done.

I would highly recommend working with a team who has experience in this endeavor and who can help you with document prep, scanning, indexing and storing the documents.

Make 2011 count and get working on your “new” New Year’s Resolution: Document Imaging.

Kristina Parma
Corporate Communications Manager
ImageSource, Inc.

ECM Moves to Simplicity

A trend worthy of mention in the ECM industry is the move to simpler-to-use products. ImageSource is answering the demand for these streamlined products, not only from an integration point of view, but also by developing our ILINX product line. What is really worth noting is that the products mentioned below are streamlined without sacrificing performance. Let’s explore what simple ECM means for organizations.
Users
From a user’s perspective, ECM is becoming more intuitive, accessible and affordable. Heavyweight capture players like Kofax are applying their expertise to products like Kofax Express, geared for small to mid-sized organizations. It is functional without requiring a lot of training or know-how. Another capture application, ILINX Capture, is web-based, enabling capture at any desktop browser. It has a mobile app, ILINX Capture Mobile for capture without the desktop or laptop. In yet another mobile development, ImageSource recently announced the launch of their ILINX Tablet, the first business-centric tablet to hit the market. Users also appreciate ILINX Integrate, which image enables their line-of-business systems. They can view content from within their primary application without having to open a content repository.

Administrators and IT Professionals
Thin client apps, like ILINX Capture, allow for administration, deployment and maintenance from a central source. Graphical user interfaces allow workflows to be created effortlessly, automating rules and decisions. ILINX Content Store is a supercharged, yet streamlined content repository that is as easy manage as it is to master—and it’s also a web app. The simplicity of all of the products mentioned above mean fewer resources are spent on training and administration.

Organizations
Simple ECM benefits the enterprise on many levels. First, fewer resources are used to deploy and manage information systems. Secondly, as complexity decreases, user adoption improves. Lastly, as ECM is distributed, organizations are able to ingest content from a much wider variety of sources, sooner, so information is available more immediately.

Carol Carbone Jellison
Creative Director, ImageSource

Selecting an Enterprise Content Management Solution

DEFINE THE BUSINESS GOALS

Your ECM initiative must begin with the identification of clearly defined measurable goals. These goals must emerge from cross‐functional planning groups. Too many efforts begin with a list of requirements for the ECM Solution, but these requirements cannot be defined accurately at such an early stage. The goals themselves will typically number between five and 10, and require agreement from all business units before you begin
constructing shortlists of vendors. This will help you avoid lengthier discussions at an inappropriate stage of the ECM effort. The goals should be strategic in nature, reflecting your objectives over two or three years. The overall business goals should succinctly and quantitatively summarize the essence of the required ECM solution, and they should be linked to the overall strategy of your organization. They should also be clearly phrased so that the benefits are clearly understood and actively supported by the executive sponsors and stakeholders. These objectives will form the basis for all requirements of the ECM project and will be the tool that allows irrelevant features to be quickly identified. The benefits of this approach include:

  • Faster short listing of suitable vendors.
  • Reduced expenditure in the selection phase.
  • Increased clarity about the solution components necessary for the appropriate solution.
  • Greater project transparency and more support from high‐level sponsors as a result.
  • Easier building of business case for the initiative.
  • Accurate listing of requirements.

APPLY AN ECM MATURITY MODEL

The adoption of maturity models is inhibited by the perception that they are abstract and theoretical, with little connection to the real world. Yet the appropriate maturity model can provide the basis for practical decisions, cost savings and the mitigation of many risks. A maturity model is a tabular representation of solution areas such as Capture, Workflow, Search and Retrieval, Web Content, or Records Management, together with a rating of how “mature” or developed that solution area can be. A simple thick client capture technology would have a low rating, while a sophisticated, thin client capture technology would score higher. The model can therefore be used to assess the level of maturity a future ECM Solution should have. It also assists in the articulation of a strategic vision and permits insight into the complexities of reaching that vision. A complete and realistic evaluation of all aspects of your current environment is necessary to assess the maturity level of your current system. Without this initial assessment you will be unable to determine what future levels of maturity are achievable, or how much effort is required to exact the corresponding changes. Such analyses also help to simplify buying decisions, and clarify whether the products on which your existing solution is based require upgrading or replacement. Benefits from applying maturity model analysis include:

  • The creation of a succinct, easily communicable summary of status of the ECM Solution to executive sponsorship and stakeholders.
  • The difficulty and cost of moving an ECM Solution to the desired level can easily be underestimated. A maturity model helps expose these difficulties and costs, and provides valuable input to the design of another indispensable tool — the road map.

BUILD A ROAD MAP TO PROMOTE LONG-TERM SUCCESS

A road map is a high‐level representation of the planned changes against the chosen timeline for those changes. Road maps are commonly represented as Gant charts, with the overall effort typically divided into overlapping phases. Each phase represents the changes required to raise the maturity of the ECM Solution to a higher level on the maturity model. The complexity of the required change will determine whether multiple steps for a particular solution area are taken in any one phase. (A phase typically ranges from three to six months.) This approach helps mitigate the risks associated with lengthier endeavors, such as attrition of key staff and budget reallocation away from the project.

Use a road map‐based approach to:

  • Ensure that the order in which you deploy the ECM Solution components matches the priorities of your overall business strategy.
  • Help organization leaders avoid deploying short-sighted point solutions and silos. Easy win can be considered, but not at the expense of higher‐order goals.
  • Permit a more thorough assessment of vendors and filter out those that can’t support your vision of your solution.
  • Allow a careful assessment of how long it will take for your ECM Solution to provide business value.

IDENTIFY AND FOLLOW THE RELEVANT INDUSTRY BEST PRACTICES

Choose a Solution‐Deployment Methodology: ECM programs which diligently apply a project management office (PMO) and solution‐deployment methodology have a significantly higher chance of succeeding. The methodology will provide focus, optimize time to value and help reduce potential risks. Discuss the most appropriate methodology with your vendor. The methodology that your organization primarily endorses may
not provide the full benefits. An intelligent mix of your existing practices and those extolled by the vendor for its products is usually optimal. Choose the Right Team: The right mix of staff will ensure that the right strategy and designs are established, that costs for core‐development phases are reduced and that on‐the‐job training for in‐house staff is provided. Apply a Form of Requirements Tracing: Requirements tracing is a method by which the requirements of the individual phases are aligned with the goals identified and selected for that phase. This provides focus and helps ensure the exclusion of costly and unnecessary features. It can also prevent, or reduce, scope creep. Collaborate With Your Vendor: Involve your main vendor in the selection of the appropriate products and the design of the ECM solution architecture. Some of these changes are likely to involve third‐party products and will require a firm statement of compatibility from your main vendor.

SELECTING A SYSTEMS INTEGRATOR

When implementing an ECM Solution you should set your sights on a full‐service Enterprise Content Management integrator that provides infrastructure and services that streamline information processes. The vendor should help your organization leverage your information assets through document imaging, distributed capture, workflow and integration with existing business software systems. A true ECM vendor will have a comprehensive approach, including analysis, training and support; will advance efficiencies, security, compliance and competition through your entire organization. Teaming with Experience: Your organization should work with a vendor that can bring several years of ECM experience to the table. This results in well‐defined, long‐term goals that are enlightened and effective. Let the Problem Drive the Solution: Work with a Vendor that does not come to you with a specific idea of what product you need, but instead concentrate on specifically defining business challenges that you face. This process leads to business solutions that integrate with your standing technology investment and result in real returns for your organization. The vendor’s services should provide an independent and objective approach. Many vendors use a one size fits all philosophy. Find a vendor that is flexible and has proven methodologies to help you define a truly suitable solution. Best Practices: In each industry there are recognized best practices and leading tools that are used by organizations based on their size and demographics. Seek a vendor that has a breadth of experience to draw upon, so that you can leverage their best practices and apply them.

PITFALLS TO AVOID IN ECM PROJECTS

  • Primary causes of excessive deliberation and consequent budget overruns in ECM projects include:
  • Disagreements while building a business case for the required investment.
  • Poor selection criteria leading to difficulties in selecting a vendor.
  • Difficulties in recognizing products to match the solution components.
  • Business users rushing to install ECM products to gain short‐term benefits.
  • Underestimation of the importance of change management.
  • Inconsistencies between the requirements cited and those which govern the deployed solution.

Shon D. Mueller
Senior Account Manager

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.

Higher Ed Institutions Learn to Bridge Information University Wide

On May 12, ImageSource hosted a webinar titled “Information Management for Higher Ed: Bridge All of the Information Across your University”

The Webinar looked at how Universities are experiencing an explosion of information and how the need to control it, even leverage it, has never been greater. From registration to transcripts to financial aid and more, today’s students expect online services and electronic forms facilitating faster decisions and timely responses. Ensuing departmental document management solutions result in silos of information, and redundancy in content, technology and processes.

In the webinar, we explored how Enterprise Content Management (ECM) allows institutions to optimize specific, departmental business processes while providing a common platform for all information processes across the enterprise. We discussed how ECM provides a reliable way for all departments to securely access the same, current, accurate information. And when content is managed by a common platform, Universities share more than information. Sharing the cost for implementation and ongoing IT resources can provide big benefits to their bottom line.

Enterprise Content Management Solutions for Higher Ed are:
Extensible
Although it may originally be implemented in any department, an Enterprise Content Management system is designed to be expanded to include the entire organization.
Secure
ECM systems allow for control of access to sensitive information, protecting student confidentiality and University liability.
Compliant
Access records completely and immediately. Automated retention schedules allow for effective storage.
Efficient
Immediate access to critical information means Higher Ed organizations can do their job better and faster. This can improve the competitive edge through improved service to applicants and enrollees.
Economical
Reduce the footprint and expense of storing and accessing paper records. And when distributed across the entire enterprise, cost savings are realized through shared IT resources, hardware and software investments.

To view the Webinar please visit our Website: ECM Solutions for Higher Ed

To learn more about ECM solutions in Higher Ed and the many benefits it provides consider attending our ECM Solutions Conference, Nexus 2010.

Debbie Horton
ImageSource
Communications Director