Archive for the ‘FileBound Document Management Success’ Category

FileBound Receives Enterprise-Ready Rating from the Skyhigh CloudTrust™ Program

September 10, 2014
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FileBound is proud to be recipients of Skyhigh’s highest security rating.

FileBound is proud to announce it has been awarded the Skyhigh CloudTrust™ rating of enterprise-ready for its document and workflow automation services.

Skyhigh Network’s CloudTrust™ Program is designed to help promote cloud services that have received the highest enterprise-ready rating. Skyhigh thoroughly assesses and provides detailed evaluations for more than 5,000 cloud services across 50 attributes in conjunction with the Cloud Security Alliance (CSA). SaaS vendors that fulfill the highest requirements for data protection, identity verification, service security, business practices, and legal protection earn the highest rating of enterprise-ready. We’re proud to be recipients of the title!

Learn more about Skyhigh and read the full press release here: http://bit.ly/1xJSjBp

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Testimonial: InStream

August 6, 2014

Mark Hinson, President and CEO of InStream, shares his experience with FileBound and why it’s the core and only document management solution InStream provides. Watch the video testimonial to learn more:

Texas Hospital reduces streamlines billing with FileBound

July 30, 2014
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FileBound was able to decrease the billing cycle of East Texas Medical Center EMS from two months to one week.

East Texas Medical Center EMS Significantly Reduces Billing Cycle with FileBound

Although highly efficient in all its medical services provided to patients, this organization was being held back by a manual system of handling trip tickets, Explanation of Benefits (EOB) processing, accounts receivables and membership drive management. As a result, trip tickets, which show details of each trip and service provided, were slow to reach billing. Printed trip tickets were regularly misplaced, delaying billing even more. In addition, the time-consuming manual tracking of EOBs impacted the organization’s ability to provide timely information to patients and insurers. The manual billing process that depended on data gathered from the manually processed trip tickets resulted in a 60-day accounts receivable cycle. On top of everything else, all of these manually performed operations required the organization to regularly hire a large number of temporary employees. The end result was a slow, expensive operation that was holding back the organization.

The Solution

The company adopted a FileBound platform to manage all its documents. Trip tickets, EOBs and membership forms are now scanned into the FileBound system and all workflow processes are managed by the system which provides tremendous savings of time and labor. The FileBound system was also configured so the company could OCR their EOBs. This resulted in information being immediately accessible, further streamlining the process. The organization now also uses FileBound to manage its annual membership drive to speed up information availability and follow-up.

FileBound Results

FileBound provided a complete solution that contains all the features and functions the client needed. The introduction of FileBound technology has cut their billing cycle from 60 days to one week. Trip tickets are now captured the day after creation and entered into the billing system within 48 hours. The three full-time employees who previously were manually managing each day’s batch of EOBs are no longer needed and have been deployed elsewhere in the company. The client felt that the FileBound solution was user-friendly and intuitive to all levels of users. The customer achieved a return-on-investment within just nine months due to the new, highly efficient EOB strategy and a reduced need for contract/temporary labor.

The Building Blocks of Document Management: Preservation

April 9, 2014
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Proper document preservation does not only include data storage, but also security that data will not be lost.

Document management is a commonly used but frequently misunderstood term. Actions as simple as throwing paper documents into a shredder can be called document management. Actions as complex as scanning, indexing, routing via workflow, and archiving according to retention requirements are also called document management. It’s hard to know how the term is being used, and what is meant, particularly when the term is being used by a technology vendor.

This educational guide is designed to clarify that common confusion, and to highlight the important aspects for the non-technical finance specialist. If you are interested in learning more about automating traditional paper/electronic finance document processes for the purpose of saving money and doing more work with less labor, then this is the Kollabria eGuide for you. No matter what kind of solution you may be planning or investigating, there are three functional components to each and every document management system. All systems are built around three logical building blocks:

1. Capture

2. Management

3. Preservation

What differentiates one system from another is the degree of complexity required from each of the logical building blocks in order to satisfy the needs of the application. 

Preservation

Preservation is commonly confused with storage. For that reason most people don’t look to the document management software vendor to provide this required feature. They usually assume that a backed-up hard drive has “preserved” the data on it. That of course is not true. Backups many times do not have the right data on them, or the data has somehow been corrupted, or the back-up itself fails at the same time as the source disk fails. Preservation means more than that, it means that data loss is virtually impossible. While regular backups are a good practice to minimize the probability of data loss, they don’t eliminate the possibility.

In the case of document management, again depending on how many documents are being managed and how easily they can be recaptured and re-processed, data loss is in most cases simply not an acceptable option.

While data or document loss is one part of the preservation equation, required data destruction is the other. In many cases documents need to be destroyed at certain times or after certain time frames. This too is an integral feature of a good document management solution, and is one that has to be integrated in the document management software itself.

Archiving documents, and being able to selectively restrict and enable access to that archive, are preservation features that must be supported by the document management software application.

Like the features for capture and management, the need for preservation varies by the complexity of the application. Going for overkill, on features in the unlikely event that you might need them at some future date is not an economical way to build a solid document management solution.

The most effective approach is to determine the actual requirements at the outset and select a solution based on these requirements. Selecting a vendor or supplier comes down to determining their ability to speak to not just the individual functionality of a particular piece of software, but to their ability to speak to each of these three building blocks, and offer the proper fit for your needs.

Document Management Industry Roundup: January 24, 2014

January 24, 2014
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This week brought a lot of cloud computing news — see what’s new with the cloud in our industry roundup.

This week’s important resources:

1. We’re proud to see that our headquarters are in Lincoln, NE — the 31st smartest city in the US! http://bit.ly/LJAcpn

2. If you’re moving to the cloud, make sure you know what information to ask for before making the decision. Our Director of Marketing, Jackie Risley, will be part of a webinar discussing the cloud on February 12. Click on the link for more information or to register. http://bit.ly/1mBkHgS

3. Going paperless in 2014 could help your company save on paper costs, but it can also save time and energy, especially when it comes to losing valuable documents. Here are five reasons to go paperless this year. http://huff.to/1aJuKvi

4. While Cloud technology is still developing, it’s quickly shifting from a new tool to a new standard in businesses everywhere. http://onforb.es/1c7FR2h

In case you missed our latest blog:

Many city governments have files dating back over one hundred years. Without a document management solution in place, sorting through papers can seem like a lost cause. FileBound helped the city of Niles, Ohio get their information organized efficiently. http://bit.ly/1joJZig

City of Niles, Ohio

January 22, 2014
This city was getting lost under all the files they were managing. FileBound helped create an efficient and manageable way to store them digitally.

This city was getting lost under all the files they were managing. FileBound helped create an efficient and manageable way to store them digitally.

With a population of approximately 20,000 residents, Niles is located within the nation’s former industrial belt in the northeastern sector of Ohio, within about 100 miles of Lake Erie. The Niles city government, which includes approximately 100 employees, is charged with overseeing all city budgetary decisions, the Board of Control and all city departments. It invests community money to ensure that the local citizens receive uninterrupted water, electric, sewer, garbage pick-up, cemetery services, police protection and other essential services.

The Problem

Like many city governments, Niles found itself drowning in a sea of documents, including some dating back to the city’s founding in the early 1800s. After decades of accumulating records of every sort, the volume of paper was overwhelming, challenging to store and even more difficult to search in a timely manner when a specific item was requested. There was no consistent, reliable repository in place for managing hardcopy documents. Because of the volume, documents were being stored in many different locations around the city and employees were running out of options of where to put items needing to be available for later retrieval. Typically, when a retrieval request came in for a specific item, it was impossible to provide it quickly. An employee would write down the request and then begin a search to locate the requested document. Sometime employees were successful, sometimes not. Moreover, the city had no disaster recovery process in place for its records. In a city where in the past flooding of the nearby Mahoning River had reached epic proportions, the absence of such a system was worrisome to say the least.

The Solution

Niles initially adopted an ASP system to meet community needs until the city was able to establish the infrastructure to handle the software in-house. Decision-makers were pleased that we were able to provide both their short-term and long-term solutions. The solution provided was able to handle not only the utility billing department, but also could be deployed to enhance customer service enterprise-wide.

FileBound Results

Now that the system is fully up and running, employees of Niles city government can offer a level of customer service that was simply impossible in the past. The Engineering Department is a case in point. Previously, the department managed hard copies of all the maps and drawings for the city. These were constantly being taken out for various uses and while out were unavailable to others who might need them. Once the entire document and map repository was made available digitally, multiple users could access any document or map at any given time. In addition, historic maps and documents brittle with age are now preserved forever in the digital resource. The City of Niles is a city with a vision for implementing state-of-the-art solutions that benefit the community and meet the needs of its citizens. With the installation of their FileBound document management solution, they have taken a bold step toward achieving this objective.

Document Management Industry Roundup: December 20, 2013

December 20, 2013
Catch up on this week's industry news before the holiday week.

Prepare for the holiday break by catching up on this week’s industry news.

This week’s important resources:

1. Has a paperless office inspired you to go paperless at home as well? Here are some tips to help you get started. http://bit.ly/1c82uoe

2. What is your company’s reasoning for considering cloud adoption? If price is the only criteria, you may want to read this: http://zd.net/1bcv6GE

3. Take a look at how Filebound helped RhinoDox book it’s largest quarter ever with business process automation solutions. http://bit.ly/1fFBhIl

4. Now that the cloud is becoming a standard for many businesses, does your organization know how to take full advantage of it? Find out what 2014 holds in store for cloud computing. http://bit.ly/1cUM40Q

In case you missed our latest blog:

Find out how FileBound helped Furniture Row set up a better process for organizing employee records. http://bit.ly/1fF33ot

Furniture Row

December 18, 2013
A room piled full of employee paperwork spelled for inefficient processes at Furniture Row.

An off-site location piled full of employee paperwork spelled for inefficient processes at Furniture Row.

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.

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.

Maricopa County Sheriff’s Office

December 11, 2013
As the largest Sheriff's office in the country, having employee paperwork digitized helped the department stay efficient.

As the largest sheriff’s office in the country, digitized employee paperwork became a necessity for an effective hiring process.

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 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, miss-filed 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.

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.