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Review document management strategies and benefits within and enterprise business environment.
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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
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
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”
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
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
DISTRICT-WIDE
CHALLENGES and
SOLUTIONS
District-Wide Solutions
• 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
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
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.)
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.
Online Demo
WebLinkPublic or search access for company personnel. Can be
embedded into an Intranet or portal application
WebAccessFull 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
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
Keys to Keys to Success
Planning
Implementation
Training
Thank YouThank You
Charles Burton
Jim Silvia
Allen Gilbert
Document Management
CaptureQuick Fields
SnapshotImport AgentScanConnect
DistributionClient
WebLinkWeb Access
PlusEmail Plug-in
WorkflowWorkflowAudit Trail
Records Management Agenda Manager
IntegrationIntegrator’s ToolkitIntegration Express
Integration Express-GISIntegration 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.
