Filebound Document Management

Miss any essential document management industry news this week? We’ve got you covered! (January 23-27)

FileBound — Fri, 27 Jan 2012 16:38:06 +0000

Cloud computing continues to gain popularity in the enterprise environment, and chances are, the cloud will make an impact in all industries.

This week’s news resources:

1. Corporations are slowly adopting cloud and social media — “While there is no denying that cloud computing and social media will have a significant impact in the e-discovery marketplace, our research shows that actual experience in managing electronic evidence created in these forums is quite low in the enterprise environment.” http://bit.ly/A1hiMk

2. Right here in Lincoln, Nebraska, the legislature looks to go paperless — “To show just how hard it is to change old ways, the bill repealing every statute requiring a printed report is nearly 400 pages long. ‘It’s somewhat ironic, but it is what it is,’ McCoy said.” http://bit.ly/xgt2BT

3. Will iBooks revolutionize education? — “Before Schiller dove into the iBooks 2 announcement, he made it a point to discuss the flaws of traditional textbooks. Such textbooks, he explained, aren’t the most ideal learning tool. They can be cumbersome, get dog-eared and suffer from wear. They’re not interactive, easily searchable or cheap.” http://on.msnbc.com/yaacph

4. Columnist: cloud will change all industries, just as Web did in 1990s. — “The impact will be similar to the original PC revolution. Remember when back in the 1980s every store had to call in the daily sales figures? Nothing was computerized. Today, every cash register is actually a computer terminal, so every store can be monitored continually and restocked automatically.” http://bit.ly/xcsCDx

Check out our latest blog post, too:

Maria Gould, president of iDESS, shares the importance of content management with FileBound. Check out the video on our blog: http://bit.ly/ylPfJv

“FileBound is not only dedicated to the technology, but more importantly, it is dedicated to discovering ways of identifying the client’s need and keeping things simple.”

FileBound — Wed, 25 Jan 2012 18:12:53 +0000

Maria Gould, president of iDESS, FileBound distributors for Latin America, talks about the importance of content management solutions with FileBound.

Miss any essential document management industry news this week? We’ve got you covered! (January 16-20)

FileBound — Fri, 20 Jan 2012 14:00:55 +0000

Today's tech gadgets are pretty cool, but what will the next generation use to boost productivity and mobile communication? This year's CES showed a sample of what's to come, while Colorado proved paperless is the way to go.

This week’s important resources:

1. Colorado will save $60,000 a year by switching to paperless pay stubs for state employees. — “Ninety percent of the state’s 33,000 employees now access their pay stubs online. The rest will go paperless in the coming months.” http://bit.ly/x7xj7r

2. 2012 was Microsoft’s last year at CES, so who will be the top dog next year? — “It would make sense for Google to get the 2013 CES keynote spot. It was the most important vendor at this year’s show and it’s likely to be even more critical to the CE industry next year.” http://cnet.co/wv5vRM

3. Cloud computing is everywhere — in TVs, cars, alarm clocks, and more. — “It’s interesting how cloud computing has seeped into consumer electronics over time. The ability to add streaming from services such as Netflix to your DVD or TV has been around for a while, but that same cloud is now providing an application development platform for third parties and the ability to store many gigabytes of data.” http://bit.ly/zugv1q

Check out our latest blog post, too:

The Maricopa County Sheriff’s Office shortened its hiring and screening process by weeks with FileBound — “The hiring process at Maricopa has been shortened by weeks, resulting in an increased number of completed employment packages without overtime spending. Employment records are also much more accurate and are now compliant with existing privacy laws and regulations.” http://wp.me/pzH66-vC

Maricopa County Sheriff’s Office

FileBound — Wed, 18 Jan 2012 14:00:07 +0000

The Maricopa County Sheriff’s Office is a fully integrated law enforcement agency committed to being the leader in establishing the standards for providing professional quality law enforcement, detention, and support services to the citizens of Maricopa County and to other criminal justice agencies. The Maricopa County Sheriff’s Office, headed by the famed Sheriff Joe Arpaio, is the most talked about and nationally recognized Sheriff’s Office in the country today.

The Maricopa County Sheriff's Office shaved weeks off its hiring and screening processes with FileBound.

The Problem:

The Maricopa County Sheriff’s Office, the largest sheriff’s office in the country, desperately needed to streamline their employee hiring and screening process. Their current method was very complex and paper based, which made keeping track of important documents extremely difficult. Due to their lengthy hiring and screening process they were exhausting their labor budgets. They were constantly extending the timeframe needed to process applicant paperwork. The substantial amount of time that it was taking the human resources department to hire applicants for employment, resulted in excessive overtime expenses, costly mistakes, misfiled paperwork, and duplicated efforts. With paper everywhere it was also difficult to remain compliant with existing privacy laws and regulations. It was painfully obvious; the Maricopa County Sheriff’s Office needed a document management solution, fast.

The Solution:

Recognizing the problem at hand, the Maricopa County Sheriff’s Office consulted Express Digital Solutions. Express Digital Solutions LLC, an authorized system integrator, presented the sheriff ’s office with FileBound, an enterprise class content management suite. FileBound, along with seven Xerox Documate 272 desktop scanners, was utilized to automate the entire paper based hiring process. The solution was a perfect fit. The sheriff’s office found that FileBound was an easy-to-use yet highly robust content management system that combined document management with workflow and e-forms in one powerful application. System development was instant, integration with existing lines of business applications was seamless, and FileBound supported as few or as many enterprise users the organization required.

The hiring process at Maricopa has been shortened by weeks, resulting in an increased number of completed employment packages without overtime spending. Employment records are also much more accurate and are now compliant with existing privacy laws and regulations. In addition, Maricopa can track and retrieve important files with ease. The organization that FileBound offers allows employees to work without fear of misfiling paperwork or duplicating efforts. Maricopa’s hiring and screening process was transformed from a complex, paper based hassle into a streamlined, innovative, business solution.

FileBound Results:

FileBound has completely changed the way the Maricopa County Sheriff’s Office manages their paperwork. They no longer have piles of paperwork waiting to get processed, which allows them to get new employees up and running as a quick and easy process. FileBound is a versatile, highly scalable and feature rich document management solution. Due to its web-based structure it is highly customizable, which allows administrators to create a solution that meets all of their document management needs.

Bottom Line:

FileBound efficiently streamlines processes and secures documents, allowing organizations to confidently look to the future.

Miss any essential document management industry news this week? We’ve got you covered! (January 9-13)

FileBound — Fri, 13 Jan 2012 14:00:29 +0000

The cloud is changing the way we do business, and it's changing job specifications, too. In this change, though, IT should be an integral part.

This week’s important resources:

1. This court isn’t paperless yet, but it’s “file-less.” – “Electronic document storage will benefit the public by making court records more accessible. This might also help elevate some of the parking issues that have been associated with a lack of parking spaces at the judicial facilities.” http://bit.ly/zwlmkm

2. IT changes with the cloud – “The convergence of rapidly evolving technologies, changing business requirements, and the increasing insistence of users interacting with applications and data on a far more personal level has created a scenario that will result in a major shift in the role of IT in organizations.” http://bit.ly/wfCvZm

3. Ultrabooks are all the rage at CES – “Screen sizes vary from 11.6” to 14” and weights from 2.4lbs to more than 4lb. So, Ultrabooks really range from netbooks on steriods to serious working notebooks.” http://onforb.es/wh4Fg5

4. Listen to your IT department – “Cloud technologies will force an unprecedented realignment of skill sets in technology. The realignment will drive a wave of attrition and structural change that if not properly managed could drain your company of some of the best thinkers and experts in your industry.” http://bit.ly/zcLq7x

Check out our latest blog post, too:

White Paper: High-end Document Management for the Masses – “With FileBound, you can capture content from any source, whether its scanning paper or importing emails and faxes or documents created from other applications. Once imported into FileBound, this content can be routed down pre-configured workflows, stored and securely accessed from a web browser or published for website access.” http://wp.me/pzH66-vq

White Paper: High-end Document Management for the Masses

FileBound — Wed, 11 Jan 2012 14:00:52 +0000

By Rex Lamb

“Imagine your critical corporate information, accessible from anywhere in the world and always up-to-date. Start using the power of the Internet to drive your document repository!”

FileBound's document management solutions are industry-changing; they make high-end systems affordable and available for all.

Every business or organization, regardless of their size, has certain common characteristics and challenges. They all have documents and information that they need to organize, manage and control in order to ensure their success. Whether they use Quick Books or a high-end ERP solution, they all generate invoices, process payables, have human resource files and have to complete tax forms. Comparatively, if they are a one-doctor clinic or a 500-bed hospital they have to keep medical records and process EOB documents.

Today, information and the documents generated from it are created from multiple sources and stored in many forms. Every organization has Word documents, emails, faxes, paper documents and many other document types. The question is: how do they bring all these pieces together to create a history of their activities, provide customer support and comply with government regulations? Document management solutions are the answer.

In the past, the solutions that would allow organizations to build enterprise systems to manage these challenges were financially out of reach to all but the very largest. They were faced with very few options other than printing everything to paper and filing it in traditional manual filing systems or scanning the paper into a basic imaging system. Even though these systems marginally worked, they limited growth, consumed human resources and created regulatory compliance issues.

Two developments over the past few years have changed this paradigm. These are the introduction of web technologies and hosted services. Together, both of these have reduced the internal infrastructure required to deploy and support document management systems, while lowering the total cost of ownership to the point where document management solutions are within reach of all organizations.

These systems, like FileBound developed by Marex Group Inc., allow organizations of any size to design a document management
solution to meet their needs. With FileBound, you can capture content from any source, whether its scanning paper or importing emails
and faxes or documents created from other applications. Once imported into FileBound, this content can be routed down pre-configured
workflows, stored and securely accessed from a web browser or published for website access.

Everyone needs document management and with FileBound, organizations can choose to adopt it as a hosted solution using the
FileBound On-Demand service. Or, implement it as a simple network appliance with FileBound Express. Or, license the solution and
install FileBound on an IT infrastructure. This clearly demonstrates a paradigm shift, which makes high-end document management
systems available to all.

Miss any essential document management industry news this week? We’ve got you covered! (January 2-6)

FileBound — Fri, 06 Jan 2012 14:00:03 +0000

More than half of Americans think we'll never go paperless. But with so many technological changes in progress, using less paper is easy.

This week’s important resources:

1. Considering the cloud and SaaS? – “Before discussing what you should know before going SaaS, let’s take a moment to talk about just what it is that distinguishes it — and the cloud — from other forms of computing.” http://bit.ly/sHKGZa

2. Understanding cloud risk appetite – “What happens if their data centre is subject to fire, flood or theft? These questions, traditionally asked of IT, now need to be pitched at the provider. And quickly, before their use becomes entrenched.” http://bit.ly/zmUkvw

3. More than half of Americans think we’ll never go paperless – “Digital publishing, whether it be books, newspapers, or magazines, has grown in popularity significantly in the last year. Yet most Americans would agree that we’re far off from being a paper-free society.” http://zd.net/AyHBwh

4. Smartphones change document scanning – “Historically, a user would return from a business trip and physically ship the receipts — with the requisite paperwork — off to accounting for reimbursement. More recently, she might run her receipts through a scanner, attach them to an email message or online form and click Submit. Today, however, this same user might use her cell phone camera to take pictures of the receipts and tap a button to send them to a back-office system.” http://bit.ly/z7D5QG

Check out our latest blog post, too:

Furniture Row greatly improves document access and security with FileBound – “Up and running in just a few days, FileBound’s On-Demand service combined with scan-on-demand abilities allows images to be immediately available as they are requested across the company. The company especially liked the fact that there was no up front capital investment required to provide the service.” http://bit.ly/x1khh2

Furniture Row

FileBound — Wed, 04 Jan 2012 17:13:00 +0000

Founded in 1974, Furniture Row is a large, privately held group of companies specializing in home furnishings and headquartered in Denver, Colorado. With stores in more than 30 states and thousands of employees, the company markets sofas, chairs, dining sets, lamps, mattresses, bookcases and much more under the name brands of Sofa Mart, Oak Express, Bedroom Expressions and Denver Mattress.

Furniture Row formerly stored its documents in boxes inside a storage facility. A FileBound On-Demand solution proved to be a vital investment, as documents are now found and shared in mere fractions of the time it used to take.

The Problem

Furniture Row stored its thousands of employee records in stacked boxes housed an off site location. The stacked boxes made it difficult to retrieve an employee’s file, especially if it was located near the bottom of the stacks. When a file was requested, an employee would go to the warehouse, search for it, retrieve it, manually copy it and mail it to the requesting store. Since these sensitive, private files were frequently requested and shared across multiple locations, they needed to be quickly and easily accessible. Unfortunately (and understandably), it typically took up to an hour to retrieve a record and days to share the document with the department that requested it. What’s more, the system was consuming an ever-greater amount of valuable floor space in the warehouse that was needed for storing merchandise. The stacked box system also left these sensitive records vulnerable to security risks and the company was rightly concerned about the potential for disaster recovery if needed.

The Solution

Since the company had no internal technical staff, the FileBound® On-DemandTM (ASP/SaaS) service was the ideal solution for Furniture Row. Up and running in just a few days, FileBound’s On-Demand service combined with scan-on-demand abilities allows images to be immediately available as they are requested across the company. No more searching in boxes. No more waiting for files to slowly make their way across country via USPS. The company especially liked the fact that there was no up front capital investment required to provide the service.

FileBound Results

Furniture Row immediately cut the time required for document retrieval from around an hour to a matter of moments, and the time required to share the information across the country decreased from days to just minutes. The company also now has full confidence that records are safe and secure in the FileBound system, no matter what happens. That’s a huge advancement over the old stacked boxes method of storing records.

Miss any essential document management industry news this week? We’ve got you covered! (December 26-30)

FileBound — Fri, 30 Dec 2011 17:05:42 +0000

This is our last blog post of 2011! Take a look at what we've accomplished in the past year, and read how to make the most of 2012!

This week’s important resources:

1. Cloud computing certainly has its skeptics, but it’s mostly a lack of understanding – “Not understanding the cloud is holding them back,” said Connie Arentson, president of Heartland Technology Solutions. “The fact is they’ve got their infrastructure in-house with all their data on it. There’s a security in knowing where it’s at and having it there.” http://bit.ly/t5CPqe

2. A year in the cloud: See how far we’ve come. – “With hindsight, it seems self-evident that mobile and social would become core to enterprise software strategies, and yet a year ago, it was still a novelty to suggest either.” http://zd.net/swmVuc

3. Enterprise technology looks at changes in 2012 – “As for what many business and enterprise employees want, that might not necessarily align with IT department regulations. Yes, we’re talking about the bring-your-own-device-to-work trend, which is only going to become more pertinent in the next year.” http://zd.net/sK5efz

4. Tech gadgets to boost productivity while on-the-go – “But just because you’re on-the-go doesn’t mean you can’t stay connected to your business and keep up with the myriad of tasks on your plate. Luckily for road-warrior types, a number of gadgets and high-tech services are designed for helping business owners boost productivity while on the move.” http://bit.ly/t7zlms

Check out our latest blog post, too:

South Plains College securely stores 1.5 million admissions and financial aid documents with FileBound – “Documents in the archive files were also scanned via the Data Manager scan module, and indexed using barcode cover sheets developed for each file. This process allows multiple files to be simultaneously scanned, automatically indexed, and uploaded to the FileBound ECM system.” http://bit.ly/tf4Vou

South Plains College

FileBound — Wed, 28 Dec 2011 16:45:06 +0000

South Plains College, located in Levelland, Texas 30 miles west of Lubbock Texas, opened in 1958 and has grown to serve over 15,000 individuals a year. It is a comprehensive, two-year community college providing educational programs that span the arts and sciences, technical education, continuing education and workforce development. SPC has two extension centers in Lubbock that are located at the Reese Center and the Byron Martin Advanced Technology Center. Additional extension centers are maintained in Plainview, Muleshoe and Denver City.

South Plains College benefited from a FileBound solution, primarily in its Financial Aid and Admissions offices. With more than 1.5 million documents now securely stored in FileBound, the college plans to expand the solution to new departments.

The Problem:

The Admissions/Registrar Office were handling the Admissions documents and maintaining the Student Records for a continually growing number of students. In 2004 they were handling a variety of forms, but mostly paper documents that came in via mail, Fax, Email, or were simply hand delivered.

The manual routing of documents caused many delays due to misplaced or lost files and documents. The serial workflow process caused long cycle times in completing the Admissions process, and the inability to quickly locate student files resulted in slow response to telephone or personal inquiries for information.

The archive document storage vault was nearing capacity and filing documents required a special process utilizing personnel that were busy with other tasks. This meant it might take days or weeks to complete the filing of new documents to active files stored in the vault and retrieving files was a task that could often take 10- 30 minutes or longer. Additionally, from a disaster perspective, these stored paper documents presented a major risk, and recovery of the documents from a disaster would be impossible.

The Financial Aid Office had similar problems with their student aid documents causing similar delays in getting students financial aid decisions finalized. Their storage of paper documents also presented a disaster recovery risk.

Additionally, since these offices are not co-located there were delays and document duplication when common documents were needed by the both offices. Also, the student files were not accessible from a single place, each office had their own files.

Further complications arose as SPC began providing the same services at the Reese Center located 30 miles away.

The Solution:

FileBound provided the capability to create a common location for storing student information making this information available to all locations, all users concurrently. The FileBound data capture flexibility provided a perfect mechanism to handle the diverse needs of the Admissions/Registrar Office, the Financial Aid Office, and the Reese Center.

The documents could be captured immediately upon receipt and added to the student files in FileBound. In the Admissions and Financial Aid offices, a capture process was established to minimize the amount of manual data entry required allowing those scanning the documents to input the key index field only and then route the documents to data entry personnel who setup the student in the Student Information (SI) system, then the other index fields were extracted from the SI application and automatically imported to the FileBound system to complete the student file setup in FileBound. This allowed all student files to be setup essentially concurrently with the SI data entry.

The FileBound direct capture capability allowed clerks to scan paper documents immediately to the student file from their workstation. The only additional cost to SPC was the cost of desktop scanners for each clerk and the reduction in processing time easily justified this cost. FileBound’s Imaging system provides two methods for direct capture to the student file either via the viewer or directly from the desktop via the Integration Kit.

Documents received via mail or faxes are scanned using the FileBound Data Manager scan module. This allows the mail clerk to scan multiple documents at one time, index the documents using the key index field, and then upon upload of the documents to the FileBound ECM, they are automatically filed to the appropriate student file. This eliminates the extensive delay associated with manual filing and also allows the documents to be routed via workflow when there is a processing step required.

Documents in the archive files were also scanned via the Data Manager scan module, and indexed using barcode cover sheets developed for each file. This process allows multiple files to be simultaneously scanned, automatically indexed, and uploaded to the FileBound ECM system. This process allowed SPC personnel to capture approximately 100,000 student files retained in the vault in about 6 months time, and completely eliminate the storage of paper documents in the vault.

FileBound Results:

The SPC FileBound ECM currently contains over 1.5 million documents and the Admissions/Registrar and Financial Aid Offices continue to expand their utilization of the FileBound capabilities utilizing the FileBound Importer Pro module to directly import the growing number of electronic documents they now receive thus eliminating any manual data entry.

The utilization of the FileBound system has grown to include Purchasing, Accounts Payable, and the warehouse receiving area. Also, since FileBound provides for Unlimited users at no added cost, many student advisors are now provided access to the student information they need to assist students as they develop their course plans each semester.

The Future:

Expanded utilization into new areas (Housing, Human Resources, etc.)
Initiate use of FileBound’s e-form capabilities to transition from paper forms and web based PDF forms to HTML or XML forms providing the capability to complete forms on-line and automatically file them in the FileBound Content Management System.