Digital Document Management within the Public Sector Document Management for every department in your Enterprise Presented by: Charles Burton

OBJECTIVES What is document management Outline benefits of document management Describe what we are doing Outline organization wide needs IT concerns & best practices Pitfalls & Keys to Success

What is document management

Outline benefits of document management

Describe what we are doing

Outline organization wide needs

IT concerns & best practices

Pitfalls & Keys to Success

Document Management Create a logical scheme for organization of all information The ability to digitize your paper records and import electronic documents Instantly access them from any computer that is on the network Securely archive documents Access documents via the web

Create a logical scheme for organization of all information

The ability to digitize your paper records and import electronic documents

Instantly access them from any computer that is on the network

Securely archive documents

Access documents via the web

The Benefits of Going Paperless Instant Retrieval Simultaneously share documents Improve Security Reduce storage space needs Eliminate document loss Reclaim productive time Increase profitability “Go green”

Instant Retrieval

Simultaneously share documents

Improve Security

Reduce storage space needs

Eliminate document loss

Reclaim productive time

Increase profitability

“Go green”

DOCUMENT IMAGING SOLUTIONS Handle original only once Occupy less space Less chance of lost or misplaced files Flexible indexing and faster retrieval Simultaneous access Full-text search capabilities Disaster Recovery Improved Security (Sox, HIPAA, Patriot Act) Increased overall efficiency and reduce costs

Handle original only once

Occupy less space

Less chance of lost or misplaced files

Flexible indexing and faster retrieval

Simultaneous access

Full-text search capabilities

Disaster Recovery

Improved Security (Sox, HIPAA, Patriot Act)

Increased overall efficiency and reduce costs

ORGANIZATION WIDE CONCERNS Work with existing infrastructure Grow and adapt to technology and expanding needs Solve imaging needs for the district Solve the document related problems faced by each department Improve public service Preserve the integrity of archived documents

Work with existing infrastructure

Grow and adapt to technology and expanding needs

Solve imaging needs for the district

Solve the document related problems faced by each department

Improve public service

Preserve the integrity of archived documents

DISTRICT-WIDE CHALLENGES and SOLUTIONS

District-Wide Solutions Sales Tax Purchasing Administration & Payroll Risk Management Food Services Technology Warehouse & Textbook Depository

Sales Tax

Purchasing

Administration & Payroll

Risk Management

Food Services

Technology

Warehouse & Textbook Depository

DISTRICT-WIDE Filing cabinets occupy valuable space Finding lost or misfiled documents Need to protect confidential records 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

Filing cabinets occupy valuable space

Finding lost or misfiled documents

Need to protect confidential records

DISTRICT-WIDE Searching for and retrieving documents from filing cabinets is a slow and labor intensive process Providing concurrent access to the same folder or document Managing retention schedules 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

Searching for and retrieving documents from filing cabinets is a slow and labor intensive process

Providing concurrent access to the same folder or document

Managing retention schedules

STUDENT RECORDS Protect student records (transcripts, enrollment and testing history, and immunization records) from damage or loss. Link student files with existing student information systems 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.)

Protect student records (transcripts, enrollment and testing history, and immunization records) from damage or loss.

Link student files with existing student information systems

HUMAN RESOURCES Search and retrieve documents from personnel files. Prevent unauthorized release of information. 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.

Search and retrieve documents from personnel files.

Prevent unauthorized release of information.

Online Demo WebLink Public or search access for company personnel. Can be embedded into an Intranet or portal application WebAccess Full content access to the document management via a web browser. Allows for content manipulation without need for software install on workstations.

WebLink

Public or search access for company personnel. Can be embedded into an Intranet or portal application

WebAccess

Full content access to the document management via a web browser. Allows for content manipulation without need for software install on workstations.

IT CONCERNS Work with existing infrastructure Supports various OS Platforms Open, non proprietary to adapt to future advances and ensure future availability Scalable, system easy to add to and expand. Properly designed to minimize network traffic. Proven system that’s stable and maintains data integrity Easy to maintain

Work with existing infrastructure

Supports various OS Platforms

Open, non proprietary to adapt to future advances and ensure future availability

Scalable, system easy to add to and expand.

Properly designed to minimize network traffic.

Proven system that’s stable and maintains data integrity

Easy to maintain

Pitfalls to avoid Plan the structure and continue to monitor Meta-data mandate Monitor the metric’s Document count & storage used Printed paper count Licenses in use Ask all the tough questions

Plan the structure and continue to monitor

Meta-data mandate

Monitor the metric’s

Document count & storage used

Printed paper count

Licenses in use

Ask all the tough questions

Keys to Success Planning Implementation Training

Planning

Implementation

Training

Thank You Charles Burton [email_address] Jim Silvia [email_address] Allen Gilbert [email_address]

Charles Burton [email_address]

Jim Silvia

[email_address]

Allen Gilbert

[email_address]

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

ADMINISTRATION Assembling and distributing agenda packets for Board meetings. Need to search and provide requested documents on demand. (e.g. board minutes, policies & contracts. 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.

Assembling and distributing agenda packets for Board meetings.

Need to search and provide requested documents on demand. (e.g. board minutes, policies & contracts.