Document Management


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Review document management strategies and benefits within and enterprise business environment.

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  • Document Management

    1. 1. Digital Document Management within the Public Sector Document Management for every department in your Enterprise Presented by: Charles Burton
    2. 2. OBJECTIVES <ul><li>What is document management </li></ul><ul><li>Outline benefits of document management </li></ul><ul><li>Describe what we are doing </li></ul><ul><li>Outline organization wide needs </li></ul><ul><li>IT concerns & best practices </li></ul><ul><li>Pitfalls & Keys to Success </li></ul>
    3. 3. Document Management <ul><li>Create a logical scheme for organization of all information </li></ul><ul><li>The ability to digitize your paper records and import electronic documents </li></ul><ul><li>Instantly access them from any computer that is on the network </li></ul><ul><li>Securely archive documents </li></ul><ul><li>Access documents via the web </li></ul>
    4. 4. The Benefits of Going Paperless <ul><li>Instant Retrieval </li></ul><ul><li>Simultaneously share documents </li></ul><ul><li>Improve Security </li></ul><ul><li>Reduce storage space needs </li></ul><ul><li>Eliminate document loss </li></ul><ul><li>Reclaim productive time </li></ul><ul><li>Increase profitability </li></ul><ul><li>“Go green” </li></ul>
    5. 5. DOCUMENT IMAGING SOLUTIONS <ul><li>Handle original only once </li></ul><ul><li>Occupy less space </li></ul><ul><li>Less chance of lost or misplaced files </li></ul><ul><li>Flexible indexing and faster retrieval </li></ul><ul><li>Simultaneous access </li></ul><ul><li>Full-text search capabilities </li></ul><ul><li>Disaster Recovery </li></ul><ul><li>Improved Security (Sox, HIPAA, Patriot Act) </li></ul><ul><li>Increased overall efficiency and reduce costs </li></ul>
    6. 6. ORGANIZATION WIDE CONCERNS <ul><li>Work with existing infrastructure </li></ul><ul><li>Grow and adapt to technology and expanding needs </li></ul><ul><li>Solve imaging needs for the district </li></ul><ul><li>Solve the document related problems faced by each department </li></ul><ul><li>Improve public service </li></ul><ul><li>Preserve the integrity of archived documents </li></ul>
    8. 8. District-Wide Solutions <ul><ul><ul><li>Sales Tax </li></ul></ul></ul><ul><ul><ul><li>Purchasing </li></ul></ul></ul><ul><ul><ul><li>Administration & Payroll </li></ul></ul></ul><ul><ul><ul><li>Risk Management </li></ul></ul></ul><ul><ul><ul><li>Food Services </li></ul></ul></ul><ul><ul><ul><li>Technology </li></ul></ul></ul><ul><ul><ul><li>Warehouse & Textbook Depository </li></ul></ul></ul>
    9. 9. DISTRICT-WIDE <ul><li>Filing cabinets occupy valuable space </li></ul><ul><li>Finding lost or misfiled documents </li></ul><ul><li>Need to protect confidential records </li></ul>Eliminate paper files and save storage space….save 12,000 plus pages on one CD They are safe in a digital archive that prevents misfiling and loss Comprehensive security prevents unauthorized access
    10. 10. DISTRICT-WIDE <ul><li>Searching for and retrieving documents from filing cabinets is a slow and labor intensive process </li></ul><ul><li>Providing concurrent access to the same folder or document </li></ul><ul><li>Managing retention schedules </li></ul>You may search a folder or use the intelligent search function Documents and folders are accessible to multiple users with less cost and greater efficiency Manage your retention schedules from your desktop using portable volumes
    11. 11. STUDENT RECORDS <ul><li>Protect student records (transcripts, enrollment and testing history, and immunization records) from damage or loss. </li></ul><ul><li>Link student files with existing student information systems </li></ul>Imaged documents remain in their folders when being viewed preventing lost or misplaced documents. Imaging provides an easy way to back-up documents for off-site storage and disaster recovery. Easy integration with existing student information systems. (e.g. Pentamation, SASSI, ARIES, etc.)
    12. 12. HUMAN RESOURCES <ul><li>Search and retrieve documents from personnel files. </li></ul><ul><li>Prevent unauthorized release of information. </li></ul>Easy importing of scanned or electronic files reduces storage and retrieval costs. Full-text search capabilities enables you to search millions of pages instantly. Comprehensive security allows you to control access at the file, workstation, or departmental level.
    13. 13. Online Demo <ul><li>WebLink </li></ul><ul><li>Public or search access for company personnel. Can be embedded into an Intranet or portal application </li></ul><ul><li>WebAccess </li></ul><ul><li>Full content access to the document management via a web browser. Allows for content manipulation without need for software install on workstations. </li></ul>
    14. 14. IT CONCERNS <ul><li>Work with existing infrastructure </li></ul><ul><li>Supports various OS Platforms </li></ul><ul><li>Open, non proprietary to adapt to future advances and ensure future availability </li></ul><ul><li>Scalable, system easy to add to and expand. </li></ul><ul><li>Properly designed to minimize network traffic. </li></ul><ul><li>Proven system that’s stable and maintains data integrity </li></ul><ul><li>Easy to maintain </li></ul>
    15. 15. Pitfalls to avoid <ul><li>Plan the structure and continue to monitor </li></ul><ul><li>Meta-data mandate </li></ul><ul><li>Monitor the metric’s </li></ul><ul><ul><li>Document count & storage used </li></ul></ul><ul><ul><li>Printed paper count </li></ul></ul><ul><ul><li>Licenses in use </li></ul></ul><ul><li>Ask all the tough questions </li></ul>
    16. 16. Keys to Success <ul><li>Planning </li></ul><ul><li>Implementation </li></ul><ul><li>Training </li></ul>
    17. 17. Thank You <ul><li>Charles Burton [email_address] </li></ul><ul><li>Jim Silvia </li></ul><ul><li>[email_address] </li></ul><ul><li>Allen Gilbert </li></ul><ul><li>[email_address] </li></ul>
    18. 18. Document Management Capture Quick Fields Snapshot Import Agent ScanConnect Distribution Client WebLink Web Access Plus Email Plug-in Workflow Workflow Audit Trail Records Management Agenda Manager Integration Integrator’s Toolkit Integration Express Integration Express-GIS Integration Express-HTE
    19. 19. ADMINISTRATION <ul><li>Assembling and distributing agenda packets for Board meetings. </li></ul><ul><li>Need to search and provide requested documents on demand. (e.g. board minutes, policies & contracts. </li></ul>Scan the agenda packet or import as an electronic file. Publish and distribute on cost-effective, space saving CD’s or post to the Web or intranet. The flexibility of full-text and customizable template searches allows you to pinpoint your search with unparalleled speed.