Join ImageSource’s VP of Product Development, Randy Weakly, as he presents solutions for automating and improving your processing methods.
In June, ImageSource was named Premier Partner of the Year, 2012 for the Western Region by Fujitsu Computer Products of America. This marks a whopping ninth time ImageSource has earned this status.
You could say, without question, that ImageSource likes Fujitsu scanners. We like them because Fujitsu invests in R & D and quality control to ensure an exceptional product line that continually evolves to meet the demands of an ever changing capture landscape.
As the Fourth of July approaches, we reflect on the formation of our government and the fact that the 3 branches of government are co-equal, as laid out in the first three Articles of the Constitution and several amendments. If you think of Capture, Content Management Repository and Business Process Management (BPM) they are the three pillars of successful ECM in the enterprise. Having one without the other does not give the enterprise the full benefit and ROI the technologies have to offer.
Sometimes explaining the value of utilizing all three of these to customers can be challenging. So, here’s a fun and simple way to think about it: The concept is best illustrated by the game, “Rock, Paper, Scissors“, which is a game everyone knows. Depending on circumstances, each application has a chance to provide more ROI than another one, but without one the other cannot truly provide processes efficiencies. Just like our government and if any one branch vetos or stops a bill.
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.
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.
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.
City of Kennewick
- Workflows for Agenda & Payroll
- 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
- 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
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.”
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.”
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.
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!
Corporate Communications Manager
Going green is getting easier as technology develops. The “paperless office” utopia is still being developed but the amount of paper can be, and is being dramatically reduced due to document imaging and content management solutions. It is a fairly straightforward concept – if a business process begins with physical paper, why not scan it, index it, and store it where multiple people can access, it is secure, traceable and auditable, and it adheres to your corporate records policy? This concept does not only save your organization money, but it does reduce the environmental impact of doing business.
It is easy to see the savings in industries such as Health Care and Financial Services. In Health Care the green factor and carbon footprint reduction relates to the courier cost, fax cost, copying cost of duplicating patient records and insurance correspondence. This is a huge magnitude when you consider the general health of the population. Financial Services green footprint is also correlated with courier and copying but also in the workflow process to route documents.
Distributed scanning can also have a directly positive impact on a green initiative. Capturing documents and data at the point of creation or receipt will save on shipping and courier services which also impacts the environment by reducing the oil consumption in transportation.
The digitizing of documents greatly reduces off-site storage costs which also has a direct effect on oil consumption used in the transportation to and from the storage facilities.
Much of the transition from paper to electronic comes with the paradigm shift from physically handling paper to viewing documents and data and routing them from the computer. This takes time and facilitates true change management disciplines but the amount of money, efficiencies, and resources saved can be tremendous. To be successful, you need to plan for the initial pushback from the knowledge workers. In the beginning, they might even print more than what they were before the implementation. If change is managed correctly, the users will adopt and embrace the efficiencies.
The going green concept is growing and is a focal point of the upcoming Nexus ECM Conference held on Nov 2-3 in Bellevue, WA. Take a look at the Nexus Agenda for some of the “green” sessions.
Comments and feedback welcome.
Senior Account Executive
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.