This is the presentation that Darren Mathis, CEO of Lincware, gave at the Laserfiche Statewide UserGroup meeting on Dec. 1, 2009.

1. LincDoc Solutions - eForms for Laserfiche
Darren Mathis, CEO, LincWare, LLC

2. Is this you?
“We have
HUNDREDS
of forms”

3. Examples - City Websites
Forms & Publications
Cleveland - 53 City Dallas – 100+ City Oklahoma – 30+
Milwaukie - 58 Des Moines - 48 City of Los Angles – 57+
Rochester - 31 Boston - 44 City of Greensboro - 46
Step 1- Cities made forms (PDF) & instructions available websites
Step 2 – Cities need to enable web completion & submission

4. Forms Soup
Amusement and Gaming Device Licenses Building Permit Application
Bingo/Gaming/Racing/Wagering Building Permit Requirements
Block Parties Building Permit Fees
Dog License Information Code Enforcement Complaint Form
Festival/Carnival/Event Application County HIP Application, Part 1
FOIL Application County HIP Application, Part 2
Marriage License Information Demolition Permit Requirements
Marriage Research Application Temporary Event Advertising and Signage
Notice of Claims Rental Registry Application
Parades/Runs/Walks Rental Registry Fees
Peddlers/Vendors/Solicitors Application CE-200 Form (apply online only)
Sound Amplification Application Alarm Permits
Handicap Permits Flag Donation or Discard Form
Sporting License Information July 4 Arts and Crafts Show Application
Passport Application Form July 4 10K and 2K Race Entry Application
Passport Renewal Form July 4 New Food Vendor Questionnaire
Passport Renewal Form July 4 New Commercial Vendor Questionnaire
STAR Program Application (Basic) (RP425) Cemetery Regulations
STAR Program Application (Enhanced) (RP425) Cemetery Fee Schedule
Senior Exemption Application (RP467) Camp Eastman Rental Application
Veterans Exemption Application (RP458A) Park Application for Use
Veterans Exemption Instructions (RP458A-Ins) Community Center Craft Sale Application Home Occupations
Cold War Recognition Certificate Application Application
Home Improvement Exemption Application Grievance Application (RP524)
Environmental Protection Overlay District Instructions for Filing a Grievance (RP524-Ins)
(EPOD) Development Permit How to File for a Review of Your Assessment – A Guide for
Sign Posting Request Property Owners

5. Where are you today?
0 = No eForms capability today
1 = Scanned eForms are stored electronically
2 = Paper forms are downloadable from web
3 = eForms can be processed over the web
4 = eForms guide the user for valid data entry
5 = eForms meet 4 and are integrated with LF

6. Problems with Paper-based Forms
• Time consuming
• Labor intensive
• Data entry Issues
• Version control
• Trapped data
“We spend majority of time
correcting forms or ensuring all
appropriate fields are completed”.
“We have HUNDREDS of forms”.

7. eForm Solution – Ideal State – 3e’s
easy – Person Completing Form
• Access
• Complete
• Conduct Business
efficient – Form Processing effective – Form Data Collection
• Routing and approval process • All the “appropriate” fields
• Placing eForms in a Doc Mgnt completed
system • Fields completed correctly
• Integrating form data in Doc w/text, and/or numbers, & all
Mgnt system for later use. numbers,
• Minimal form rework by
people /staff who receive it.

8. Form Originator Organization
Mail
John Doe
123 East
Main
Nowhere,
OCR/Fix Archive
ON, 23214
Receive Prepare Scan
Paper form Errors
Hand
Deliver Extensive Labor Costs
Locating Document Scanning documents
Filling out documents Data entry errors
Validating documents Exception processing
Correcting documents Manual indexing
Collecting Fee Lost documents
Routing documents

9. Handwritten forms

11. Internet

12. Constituent Confusion?

13. What are the costs?
Customer Workshop – Cities Western, NY
Permit Application:
• 20 per day or 400 per month (Average)
• Steps for processing – Form Life Cycle
– Locate paper form ? minutes
– Fill out “ “
– Validate/Correct “ “
– Calculate and/or processed payment ? minutes
– Printing “ “
– Internal routing & approvals “ “
– Tracking ? minutes
– Final Input into Laserfiche

14. Total Time?
• 20 minutes per form
• Fully loaded labor rate of $30.00/hr
Total cost - 400 permits in a single Month?
$3,482.00/month $41,784/year

15. Enter…

16. Internet
LincDoc
Dave Jones
68 West Ave
Pittsford
NY
14566

17. Confusion Reviewed

18. 1 Question drives it all!

19. Confusion Eliminated!

20. LincDoc Web Interface
End User
Completion Support
• Pull Down Menus
• Calendars
• Field Help

21. LincDoc Web Interface
End User
Completion Support
• Identifies &
Highlights Areas
Required That Must Be
Fields Completed

22. LincDoc Web Interface Data – Added To Form
Completed Form
• Emailed to Originator
• Emailed To Approver
• Sent To File Location
• Copy Sent To Laserfiche

23. Document – Added To Laserfiche w/ Template Data
Travel & Expense Form

24. LincDoc eForm Solution – Ideal State – 3e’s
easy – Person Completing Form
• Access
• Complete
• Conduct Business
efficient – Form Processing effective – Form Data Collection
• Routing and approval process • All the “appropriate” fields
• Placing eForms in Laserfiche completed
• Integrating form data in • Fields completed correctly
Laserfiche for later use. w/text, and/or numbers, & all
numbers,
• Minimal form rework by
people /staff who receive it.

26. 0,1,2,3
• Time consuming
• Incomplete forms
• Data locked in
4,5
paper
• No integration with
Laserfiche
• No touch forms
• Validated forms
• Access to data
• Full integration with LF

27. Next Steps

28. Identify Form For Consideration
Biggest Headache Form? … Why?
• Number of forms processed?
• Employee process time?
• Number of fields in form?
• Form initiation (Constituent or Employee)?
• Need for integration with other data?
• Routing & approval process?
• Complexity of form? (difficulty of information, errors, etc.)
• Urgency to input into Laserfiche?
• Due to … another reason?

30. Signatures

31. Signature - Solutions
Takes the concept of traditional paper-based
Digital signing and turns it into an electronic "fingerprint.”
This "fingerprint,” or coded message, is unique to
both the document and the signer and binds both
of them together. (Standard Electronic Signatures)
Digitized handwritten signatures are captured
Electronic with special pen-and-tablet systems that convert
a user’s signature accurately into pen events or a
summary image.
A electronic symbol (e.g., a graphic representation
Electronic of a person signature in JPEG file), attached to or
logically associated with a record, with the intent to
sign the record.
A party simply clicks an "I accept," "I
Click Wrap agree," or similar icon to signal
acceptance of the terms in the click-
Cost & Security wrap agreement.

32. Signature - Requirements
Organizations have to consider the financials
associated with implementation of expensive $ Afford $
solutions for the type of documents involved.
Organizations have security requirements
depending on the implications and impact of Security
forged signatures, i.e. financial, judicial, etc.
Organizations most comply with long standing Process,
process & procedures, city, county, state and Codes,
federal codes, mandates, and/or laws. Laws
“We always done it this way”.
Organizations / departments have needs and Needs /
requirements based on individual situations. Wants

33. Signature – Match Need / Solutions
Match Requirements
With Solutions
Considering
------------
• Likelihood forged signature
• Impact forged signature
• Current paper forgery situation

34. Signature – LincDoc Examples
Click Wrap
Active Directory

35. Signature – LincDoc Examples