Paper to Paperless · 2020. 9. 1. · Title: Microsoft PowerPoint - Paper to Paperless PMAA Virtual Conference.pptx Author: kimw Created Date

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Tony HornicekDocument Management Consultant – Government SolutionsScantek, Inc.

Paper to PaperlessScanning & Document Management for Authorities

Jonathan KlotzExecutive DirectorMount Pocono Municipal Authority

Copyright© 2018 Treeno Software, Inc. All rights reserved.

Benefits of Scanning Your Records

Scanning ROI and Business Continuity Measures

MPMA: Where We Were

MPMA: Where We Are

Digital Migration Best Practices

Document Management Software

MPMA: Where We Want To Be

Questions and Answers

Agenda

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Disturbing Statistics About Paper Documents

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Average labor cost to file one document$20Percent of an organization’s files lost or misfiled on any given day2-5%

$120 Average cost in labor to find one misfiled document

Number of hours per year average employee spends searching for documents

400

60%

>70%

Percent of employee time spent working with documents

Percent of today’s businesses that would fail within 3 weeks if they suffered catastrophic loss of paper records due to fire or flood

Source: Gartner Group, AIIM, US Dept of Labor, Coopers & Lybrand


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Experts in Records Scanning & Document Management

Headquartered in Willow Grove, PA

Over 50 Years in Business

30,000 Sq. Ft. Secure Facility / 10,000 Sq. Ft. Warehouse

180+ Team Members Working Multiple Shifts

Security, Chain-Of-Custody & Quality - Top Priorities

COSTARS Service Provider and Contract Holder

24/7 Monitoring

Fire/Security System

ID/Access Badges

Restricted Access

Company Vehicles

Boxes Indexed & Bar Coded

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Agenda

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The Benefits of Scanning


Why Should We Scan Our Records?

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Respond to Audits & RTK Information Requests

Protect Against Loss of Data from Aging Paper Originals

Securely Access Important Records in Seconds

Disaster Preparedness & Business Continuity

Free Up Valuable Space

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Copyright© 2018 Treeno Software, Inc. All rights reserved.9

Remote Access to Records

Inbound Mail

Processing

Business Process

Outsourcing

Limited Contagion Contact Less Paper to Collect Pathogens Less Face-to-Face Communications

Measures to Address COVID-19


The PA Local Government Records Committee permits electronic records to replace paper for permanent retention!

What this means to you: Permanent and other records can be retained in digital format

(PDF/A), and paper can be destroyed

Approximately 33% of records are Permanent, and 50% are 7+ Years

Electronic Records in Pennsylvania

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Notification to PHMC/PSA – Form to submit to obtain approval for digital migration and destruction of records

PDF/A Format – Standard for the creation of archival documents to ensure that they will be readable in the future

Quality – All digitized documents must be inspected to ensure clarity, readability, and accurate representation of the original

Digital Storage Requirements

Security Preservation File – Pristine copy

Access Copy – Working copy

Backup Copy of the Security Preservation File – Off-site copy

Key Considerations

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Cost Reduction Improved Efficiencies

Eliminate Off-site Storage Costs Instant Access - Filing & Retrieval

Lost & Misplaced Documents Cost Cross-Filing/Indexing Capability

Reduced Printing, Mailing, Faxing & Express Delivery Costs

Customer Service Improvements and Efficiencies (RTK Requests)

File Cabinets & Real Estate Costs Workflow & Routing -- Move Digital Documents Internally

Reduced Paper & Supplies Costs Employee Satisfaction & Retention

Scanning = Cost Reduction & Improved Efficiencies

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How MPMA Historical Files Appeared

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Identify your Landscape

Manage Risks

Train Staff

Measurement of Progress

Create Goals

Determine Solutions

Adaptation of Goals

Implementation Strategies

How To Achieve Your Paperless Goals


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Where Does Your Information Reside Today?

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Paper/Film

◆ Filing cabinets

◆ Boxes in Basement

◆ Microfilm/Fiche

◆ Remote offices

◆ Off-site storage

Electronic

◆ Users’ desktops

◆ Network shares

◆ User email accounts

◆ Websites

◆ Intranet

GOAL: To Have All Your Critical Data Residing in a Searchable, Secure, Central Database

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Muni-Link

RCAP

Solutions

SeamlessDocs

Consultants

& Board

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> One program used by all

Everyone gets any features requested by others

We roll out new features every other week

> Access your data anytime, anywhere

Desktop, Laptop, Tablet, or Smartphone

> Unlimited Number of Users

Power user to guy in the field who needs to access work orders

Cloud Software Benefits

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Account Transactions

> Bills, Payments, and Adjustments

Hover an amount to see the detail


Built in Work Order System

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> Create Work Orders for

Final Reads

Shut-Offs

Leaks

Inspections

Etc.

> Schedule Staff

> Exchange Meters

> Put Charges on a Work Order

That get posted to the account when the WO is completed.

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Customer PortalAllows your customers to:\

• View & Print Bills• Pay Bills with Credit Card or Bank Draft• View Usage• View History• Account Central

….everything about an account on one page

Utility Billing


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Provide Editable Digital Maps

Mapped 349 manholes, 17 miles of

sewer pipe, 762 spray heads, and

13 miles of irrigation lines

Planned hookup to Billing System

Customer Visibility

Improved Maintenance and Management Capacity

Project Outcomes


Map Digitization

Locating and Identification of

relative points

Perpetual ArcGIS License

Scan and Save old Authority

Maps and Plans

Purchase of Three iPads

Sync with Web-based Software

Total Cost to the Authority = $1,635.00

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https://mtpoconoauthority.seamlessdocs.com/f/Employee_Requests_Time_Off


https://mtpoconoauthority.seamlessdocs.com/f/Disciplinary_Form

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https://mtpoconoauthority.seamlessdocs.com/f/32w9n67v4j0i


Consultants and Board

> Create a mindset

> Have an identity

> Group understanding of goals

> Set benchmarks for those goals

> Work together to create small victories

> Always match the consultant to your Special District’s needs

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> Examples of MPMA customer files reduction

> Reduced Space and Gained Capacity

> Professional Appearance

> Improved Employee Satisfaction

> Time Savings

> Ease of Access

> Customer Relations Improvements

> Customer Historical Accuracy

> Gained Communication Among Staff and Board

MPMA Digital Transformation

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Key Considerations

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1) Identify scope of the project – records you want to scan2) Seek professional assessment from qualified provider– volume &

cost estimate proposal3) Establish key internal contact/project manager4) Validate board or senior management approves costs/budget5) Coordinate with outsourcing provider on:

a) Project scope (entire population or phased approach)b) Document Management System – facilitates search & retrieval

and provides security, audit trail, management, retention, and control of scanned images

c) Determine logical document parameters and indexing values for organization, search & retrieval

d) Establish final disposition of original documents after scanninge) Establish project timelines to minimize business interruption

Best Practices: Preparing for Digital Migration

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> Experience – years in business

> Is document conversion their core business

> Local government references

> Security and chain-of-custody measures

> COSTARS contract holder

> Can you tour their production facility

> Quality procedures and operational Best Practices

> Tenure and qualifications of project managers and department heads

> File retrievals from records that have been pulled for scanning> Process> Cost

What To Look For In An Outsourcing Provider

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> A standard 1.2 cf banker box contains about 2,200 pieces of paper.

There are about 150 sheets of paper per inch, or 1,800 per foot.

> A 26“ deep file drawer that is full will contain between 3,500 – 4,000 pages.

> A typical 36-inch lateral drawer will contain about 5,500 pages.

How Much Paper Do You Have?

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Indexing & Unitization of Your Records

Indexing: Data fields that will be associated with the image for search and retrieval within the document management system

OCR: Optical Character Recognition – Allows for full text search on computer generated documents

Unitization: The determination of logical document boundaries

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Overview of the Conversion Process

Document Preparation• Label boxes• Prep paper• Update Tracking System

Document Scanning• Optimize hardware• Prepare personnel• Quality Control of Scan• Update Tracking System

Image Quality Control• Check every image• Compare for accuracy• Update Tracking System


Overview of the Conversion Process

Index/ Data Entry• Inhouse Data Entry• Validation• Update Tracking System

Final Validation/Quality Control• Each record reviewed for authentication• Indexing fields checked for accuracy• Update Tracking System

Upload Images & Data to EDMS• Format data for customer requirements• Batch upload via sFTP• Burn to portable HD for delivery

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Document Management Software

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Key Considerations When Choosing a System

Archival System vs. Dynamic/Day-Forward Solution

Cloud or Premise-Based

Concurrent vs. Named Users

Does it Support Mobile Devices – Smartphones/Tablets

Training & Support – from Software Company & Solution Provider

Ease of Use/Logical GUI

Advanced Features: Workflow & Routing/Application Integration

References in Government/Education/Non-Profit Space

Cost

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Features, Functionality & Security

Basic Functionality

• Search, View, Distribute• Uploading Documents – Barcodes/E-mail Integration

Advanced Features• Workflow Automation w/E-mail Notifications• E-forms• Annotation & Redaction• Version Control• Application Integration

Security• User Permission Management• Audit Trail Reporting


At The End Of The Day…

The Successful Implementation of Your ElectronicDocument Management System Will Largely BeDetermined by the Qualifications, Expertise, and Training& Support offered by Your Solution Provider.

VS

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Bringing Augmented and Predictive Technology to Small Government

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• Updating maps in live time with pictures, videos, or informational notes

• Updating client files in live time

• Predictive and Augmented Technologies for billing and/or announcements

• Live stream Public Meetings for public consumption

• Paper trail in the cloud with applied redundancy

• Employee satisfaction Increase with ease of work

• Evolving Asset Management Plan and Strategies

The Future is NOW!!!


The Three P’s

PersonalityPoliticsPrice

Contact Jonathan Klotz 570-839-8963Email – [email protected]

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How To Get Started

Contact Scantek for a Consultation & Assessment of Your Records

Meet with you and review your files

Discuss options and make recommendations on conversion, indexing and unitization

Take a sample file to scan and upload for a DMS software demonstration with your documents

Provide you with a proposal outlining volume and cost estimates, timeline and logistics

All at no cost and no obligation

Contact Tony Hornicek 215-392-0765Email – [email protected]


Questions and Answers

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