Posts Tagged ‘affordable’

Document Management Industry Roundup: September 13, 2013

September 13, 2013
Found out what you might have missed this week in the document management world.

Found out what you might have missed this week in the document management world.

This week’s important resources:

1. The paperless phenomenon doesn’t just affect how we do work, but how we get hired now too. Does your organization favor a paperless resume? http://bit.ly/17RRhGa

2. Policy and standardization are an important aspect of document management. Find out how they effect implementing a successful solution. http://bit.ly/1fWUgvX

3. Once you go paperless, you may not realize that you’ve inadvertently taken on some inefficient habits. Take a look at these two lessons to keep in mind about records management. http://bit.ly/18fYnVi

In case you missed our latest blog:

An affordable high-end solution for document management? Find out how FileBound fits the bill: http://bit.ly/15Yp6jn

Clerk’s Office: Columbia County, New York

August 14, 2013

“We selected FileBound because of its functionality and cost. We liked the fact that it was customizable for each department—the DA, the county board, social services—they could all use FileBound.” – Holly Tanner, Country Clerk

Columbia County, New York, sits along the Hudson River with rolling hills extending to the Massachusetts state line. The county’s rich history includes the Martin van Buren Historic Site, home of the eighth president of the United States. Today, the county serves a population of over 63,000.

The Problem

The Clerk’s Office for Columbia County manages all records pertaining to county business. Like many offices, the number of files that required tracking and storage was straining space and staff time. Files were stored in boxes which were often moved off-site. Tracking both files and boxes meant a time-consuming system of double-filing and searches. The county wanted to go paperless and a flexible system capable of handling the document storage needs was essential. Another issue was staying within the limitations of the county budget.

The Solution

Thanks to referrals from clerks of the New York State Association of County Clerks, Columbia looked into FileBound for its cost and features. Holly Tanner, County Clerk of Columbia County, says, “We selected FileBound because of its functionality and cost. We liked the fact that it was customizable for each department—the DA, the county board, social services—they could all use FileBound.” IT Director Randy Wheeler adds, “The licensing makes it more affordable. We also paid attention to the testimonials of other customers regarding the ease-of-use.” Another plus was the training FileBound provided. Kim Dillon, Records Management Clerk, explains, “Rick Jones and Bruce Harper were very helpful in training me; training technically lasted a week but most of the stuff I would be using it for I learned in two days. And if I ever had any questions, I would look in the user’s guide, and if it wasn’t there, I would call Rick or Bruce. I always got a quick, timely response. They’re so helpful.”

FileBound Results

Integrating FileBound into the county processes is ongoing. The Department of Social Services is using it in handling foster care and child care services, scanning documents and using search and retrieve functions on a daily basis. Records Management uses it mainly for box and file tracking and indexing inactive records. “Everything is easier once it’s in FileBound,” reports Kim Dillon, “Finding it, checking it out. It saves me a lot of time.” The full potential of what FileBound can do for Columbia County is a work in progress as other departments come on board. Kim Dillon is excited, “I feel almost like I’m selling it to the other departments. It’s just so easy and I know it would help them out. I just bring in my laptop and show them they could use it to search, index, view, etc. They can see immediately how it could apply to their departments.”

Document Management Industry Roundup: June 21, 2013

June 21, 2013
With today being the first official day of summer, get your weekly news in before heading off to the pool.

With today being the first official day of summer, get your weekly news in before heading off to the pool.

This week’s important resources:

1. Who else has gone paperless? This library in Texas decided it was time to ditch paper and embrace more sustainable practices.

2. “Working together, Konica Minolta and FileBound will allow customers to file, store, share, retrieve, secure, archive and audit all critical documents.  Automating and streamlining essential processes is not reserved for large corporations – it is becoming the norm for businesses of all sizes.” Read more about our new partnership with Konica Minolta here.

3. “What defines consumerization is not BYOD or mobility, but building an infrastructure that can support BYOD or mobility.”
Do you view BYOD as a flexible solution, or just another tech trend?

4. What do you think the primary advantage to cloud computing is? This article states that it is not an argument between agility or low cost, but the fact that it provides both.

5. Does your organization have execution gaps? These are “where the existing technologies have been filled by post-it notes on monitors or spreadsheets or Access databases.”

In case you missed our latest blog:

Excuse #5 for not adopting document management: “It’s good for our staff to be busy.”

Excuse #9 For Not Adopting Document Management: “Change is Expensive.”

February 13, 2013
You could be spending more money than you need to with your current system.

You could be spending more money than necessary with your current system.

Excuse:

Change is expensive.

When I need to get an invoice approved, I just put it in the right department’s mailbox at the front desk. They usually pick it up in a few days and sign it. We file it and then every few years pack up the old files and send them to off-site storage. Why spend money to automate something this simple?

Reality:

Because it’s not really that simple. There are business rules and document policies embodied in this seemingly straightforward process, but they’re invisible and thus impossible to document, improve, replicate, teach, or defend if queried by a litigator or disgruntled shareholder seeking better governance.

Who’s authorized to grant the approvals? Up to how much money does that authority extend? Who decides when the old files get packed and moved off-site? What are the criteria for moving them, and how long do they stay there? Every one of these questions must have an answer – and if you take the time to pursue that answer, you may find that not changing your processes is far more expensive than doing so.

The story is told of a city attorney’s office that was so overloaded with work that it had to farm out 75% of its cases, and paid some $300 per hour for that outside help. Then it started scanning legal documents directly into its case management system, and it began working so much more efficiently that it could handle more of the work itself – at a cost of just $75 per hour. So while there was nothing wrong about the way the old process worked, the new one is a whole lot less expensive, and generates savings each and every time it is used. Only a true Luddite could object to that!