ThinDox LLC.

ThinDox LLC.

Introduction1) Introduction and Company Overview• Since its inception in 2002 as MC Imaging technologies limited, ThinkDox Inc. has been committed to

providing outstanding Enterprise Content Management solutions to our clients. We are incorporated in the Province of Ontario as ThinkDox Inc. Our recent name change reflects our focus on providing smart, simple solutions to our clients’ document, records and workflow management needs.

• Our Head Office is in London, Ontario. Our team is pledged to excellence, integrity, teamwork, trust and respect and has gained a reputation for providing innovative solutions to our clients’ complex needs.

• Many clients have relied on us to provide them with Electronic Records solutions to reduce their costs, increase efficiencies and ensure the sustainability of services, improve transparency and accountability, protect corporate memory and mitigate risk while enhancing their ability to meet all legal, operational and productivity needs.

Capture all information types to ensure appropriate use

ThinDox LLC.

Software component Role

Laserfiche server This is the main repository, metadata management, classification schema, access management, retention scheduling.

Workflow designer Administrator tool to build and manage workflows. GUI based does not require the ability to script

Forms Forms based GUI. Does not require the ability to write code to style or build the form

Quick fields Scanning control component. Allows for classification of PDFs, TIFFs from any entry point – notably scanners based on a classification schema and template in Laserfiche server

Portal Provides access to forms and repository for web users, as well as limited access to content for non-Laserfiche licencees

Move processes to form based approach to remove the need for paper

Capture

Organize

Use

Digital signatures is part of Laserfiche for

all licensed users

Forms based capture allows automation of many steps in

the processLaserfiche processes can be approved via

email

The mobile app allows secure access to information and perform approvals

ThinDox LLC.

Take advantage of how Laserfiche templates and tags work

Metadata types

Text

Date

List

Dynamic

“In progress”

Document

Folder

Template Tags

Confidential

Templates can be applied to either folders or documents

Tags can convey information or restrict

access

Information

Capture all information types to ensure appropriate use

ThinkDox LLC.

Capture

Organize

Use

Quick fields

Workflow

Audit trails

Laserfiche forms

Access control

Metadata

Version controlHighly searchableProperly managed

Connector

ThinDox LLC.

A platform for managing all information through a single portal

Manage physical assets

Track physical assets

RepositorySingle classification schema for

all information managed by Laserfiche

Retention and metadata based link between Infolinx

and LaserficheA single view of all records for

disposition or eDiscovery.

Eases the path to going paperless by providing a single application to

monitor all content.

ThinDox LLC.

Control access and ease findability of information by moving access to a single platform

Laserfiche is the central home for records and documents but other there will always be a need for a complete EIM ecosystem for you

to do your job

ThinDox LLC.

Hosted Laserfiche• Exact same feature set. • We can provide a full

cloud version as a certified Cloud Solution Provider.

• Through our partnership with Cambridge Connections we can provide a Software-as-as-Service version that is geographically limited

ThinDox LLC.

Implementation plan overviewA typical ThinkDox EDMS implementation takes less than 12 months until go live (end of Phase 3 as detailed below).

• Go Live is defined as the earliest possible point when the system can be used by non-technical staff.

Each phase has three critical sub steps; 1. Phase planning 2. Information management strategy 3. Technical implementation or customization.

NOTE: Each phase is dependent on the successful completion of the previous phase deliverables, as defined by the phase title.

ThinDox LLC.

Planning and confirmation of readiness

Technical implementation and process building

System configuration and workflow design

Training and go live to organization

Overall project management plan completed

Technical readiness confirmed.

Basic system implementation completedFinal IM strategy approved

Completion of the workflow(s)

Tolerance testing

1 42 3

Pilot groupDept.

Admins

Group based increase in # of users in the system.

IT Admins Dept based rollout

Stage gates for progression of implementation

1 2 30

Technical readiness confirmed.

ThinDox LLC.

Implementation support and trainingProject management and communicationAs part of every phase the ThinkDox project manager (Chris Wynder) will be on site for a kick-off meeting to plan the phase. Includes:Review of readiness for the phase, any issues or conflicting projects that Runnymede has that ThinkDox should be aware of with regards to resources or time for the DMS project.Identifying specific goals for the phase, identifying task owners and task deadlines.Co-ordination of Runnymede technical staff and ThinkDox solution engineers to ensure the right mix of remote and on-site support and training are achieved.

Deployment and technical support

ThinkDox’s IT designate will be responsible for the technical aspect of the initial roll out as outlined in implementation plan (all steps labeled Technical Implementation). He will take part in Project meetings and act as a primary resource for resolving any technical support issues that come up during implementation. He will also serve as the primary IT and administrative trainer for on-site user training

ThinDox LLC.

Train strategy and resourcesLaserfiche training resourcesBasic included with support costs:• Online self administered training materials through the Laserfiche

Support Site plus the case studies, examples and manuals on the Laserfiche website.

• Laserfiche conducts regularly scheduled Webinars covering a variety of topics that are accessible by all customers.

• As part of the implementation process we will build out the documentation and descriptions that Runnymede needs to manage normal operations of their Laserfiche system.

ThinDox LLC.

Additional training overviewChange

managementLaserfiche training Webinars

ThinDox LLC.

Segmented training

Administrator Training • ThinkDox Inc. will ensure that Runnymede’s Laserfiche Administrators (IT

Specialist, Records Manager, main Department Manager responsible for making changes to right assignments in repository, etc.) are completely comfortable with our software including any and all customization upgrades that may be required. 

• Additional online learning is available through Laserfiche’s Certified Professional Program. This program provides a way to enhance skills for power users and ensure the system is maximized.

• Formal system administrator training will be done using Runnymeade’s Laserfiche system and will be lead by our implementation team. 

ThinDox LLC.

Segmented training con’tUser Training • Whenever possible, end users (anyone needing access to Laserfiche

including the Administrators) are put into training groups according to their role within the system so that training sessions can be more focused. 

• We prefer to train users in actual scenarios that are relevant to how they will use the system. The goal is to have a small group of well trained users whom can provide general “colleague” support.

• For example, as we build workflows and processes for specific departments part of the goal will be to train the pilot groups to act as super users. The power users will also become a source for build a more general FAQ and visual SOP that can provide basic understanding in the language of the users.

ThinDox LLC.

General SupportThinkDox support• ThinkDox Inc is proud to offer fast, reliable support for all of our customers, regardless of the situation they may be in. We have a toll free number

connected to our support desk, so clients can talk immediately with a support representative. Customers can also email or call a support representative directly by cell phone. We are here to take care of any problems that may occur. 

• We can usually fix most problems over the phone, or via e-mail or remote access. If needed, on-site support is available as well. We recommend that all users with questions or problems also take advantage of the Laserfiche support website, where they can get access to the Laserfiche Knowledge Base, FAQ’s, White Papers, product information, the new Answers section and much more. https://support.laserfiche.com/

• All problems and bugs that are reported to our support staff will be immediately forwarded on to the Laserfiche Head Office where they can track it and develop a fix if one is needed.

Laserfiche Software Assurance Plan (LSAP) • Laserfiche systems undergo continual customer-driven enhancements, and Laserfiche engineers leverage advancements in hardware and software

to best serve customer needs. Periodic new releases and updates are necessary to deliver these improvements to customers. Annual Support helps subscribers preserve existing investments by providing 100% credit for software upgrades

• Annual Support subscribers also receive free 24-hour FTP access to new Laserfiche releases as well as updated drivers. Laserfiche routinely issues new releases and updates every year. Running the most current version of your ECM guarantees the best possible system performance.

• Most minor patches can be done by your administrator or we can remote in and apply them for you. Major releases of Laserfiche can be done remotely as well but will depend if additional training is required and if multiple workstations need to be updated. 

• Annual Support subscribers also receive telephone and e-mail support at no additional charge. Anyone at the County can contact our support; however we like to set up a support plan with your team ahead of time. We find it makes more sense for end users to contact your support team first, and if you cannot help them we can be contacted by yourself or the end user.

ThinDox LLC.

Additional services and productsIn House Paper, Microfiche and Microfilm conversion: • ThinkDox Inc is pleased to offer our own secure conversion backfilling

and document conversion facility. Our employees have gone through extensive training in the conversion and indexing of a wide range of critically important, confidential and sensitive information.

Advice and project management for Office 365, Archiving and websites:• We have provided guidance to organizations planning to move their email,

shared files and instant messaging to hosted and cloud services. • We can also provide governance advice on managing websites and

customer engagement processes for websites and social.

Multiple service offerings

ThinDox LLC.

Workshops Clinics Consulting/Teaching

Provides peer support and specific information management training through problem solving.

These are designed to be both networking events and skills development. Typically industry focused on process or technology

Provides planning advice, recommendations and technology review customized to you.

Private, focused problem solving engagement. Designed to provide a plan for solving a problem as well as the processes for development.

Provides project management and an extra pair of hands to get past issues when you have momentum.

Long term, traditional professional services.

Additional information management products