Posts Tagged ‘document archiving’

Verona Area School District

October 23, 2013
With 1,234 students in the school system, a more efficient means of managing files was necessary.

After growing to over 4,600 students in the school district, a more efficient means of managing files was necessary.

Verona Area School District is the 36th largest school district in Wisconsin. It serves over 4,600 students with 1,093 faculty, staff and administration members. The district schools include a high school, two middle schools, two charter schools and four elementary schools.

The Problem

Significant growth led the Verona Area School District (ASD) to seek a document management solution to help with the storage and retrieval of paper documents. The initial application focused on the personnel files within human resources. Space was quickly becoming an issue with both current and historic personnel files taking up valuable office space. File integrity, security, confidentiality and compliance were all concerns of the department. Access to specific employee files was also a problem as principals routinely needed to retrieve employee files that were centrally stored at the district’s offices. With its filing cabinets overflowing with paper, the business office had a similar concern for space. Furthermore, the process used to copy check registers and attach them to supporting documentation was inefficient and wasteful. The district also needed a solution that integrated with their current school management system. Using an independent document management system protects their information, but also provides portability to work with other school management systems should the district decide to change solutions in the future.

The Solution

FileBound worked with Verona Area School District (ASD) to develop a document imaging solution to meet their current needs while incorporating the ability to grow and adapt to changing requirements. The solution included the ability to scan and index the back file of employee files while efficiently handling forward scanning. The FileBound® On-Demand™ Document Management Solution provides the flexibility they were looking for at a cost they could easily afford. Now that the back file has been successfully entered into the electronic repository, system retrievals require just seconds through the FileBound® On-Demand™ solution. Utilizing the index values established within the personnel files application, administrators in each school can access their employee files without seeing files from other schools. The system was also designed to limit access to specific document types within each employee file. This allows specific documents, such as drug tests, to be viewed by only the appropriate managers.

FileBound Results

One benefit of the new document management system is increased office space resulting from the elimination of the physical files. Efficiency gains through the ability of principals to access their own employee files have reduced the dependence of district personnel on manually retrieving and distributing information. The structure of the FileBound solution also allows the district to meet all state compliance requirements. The On-Demand model allowed VASD to deploy the system quickly and with very little involvement of the IT department. Integration with the district’s school management system allows users to access information directly from their core applications. Finally, the separation of their documents from their school management system creates an easy transition should the district ever decide to change solutions. The Verona ASD HR director commented, “Our FileBound Document Management Solution is so affordable; every school district needs to take a serious look at this technology.”

Finkelstein & Partners

July 24, 2013

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Finkelstein & Partners represents plaintiffs in all types of personal injury claims. These might involve single vehicle wrecks, traffic collisions, accidents in the workplace, slip and fall injuries and more. Founded in 1959, the firm has grown from one office in Newburgh, New York to multiple offices throughout New York and New Jersey that employ more than 80 attorneys.

The Problem

Finkelstein & Partners have long appreciated the value technology brings to business. Over a decade ago, the firm purchased an AS/400-based imaging solution, which was at the time the operating platform of choice. However, as the firm grew and added offices, employees and clients, it became readily apparent that their system wasn’t keeping pace with the firm’s and its clients’ expectations. An investigation of available technology made it obvious that the FileBound Document Management solution offered advancements and capabilities that their current system could not begin to replicate. The demands of the firm’s clients and case load required a solution that offered deeper levels of security, more efficient electronic document folder management and more flexibility to transport files. These capabilities were available through FileBound.

The Solution

FileBound’s flexible license model allowed the firm to implement processing efficiencies across the firm’s multiple locations without increasing user and support costs. The solution’s extension capabilities allowed the Finkelstein team to create multiple case integration points, custom functionality, custom views and a unique folder structure that weren’t available prior to the installation of FileBound.

FileBound Results

Finkelstein & Partners has dramatically increased productivity since the introduction of FileBound. Upgrading to FileBound has given the firm’s lawyers greater flexibility in managing their demanding case loads and allowed them to be of greater service to their clients. By moving to an enterprise-wide FileBound solution, the company has streamlined its invoice processing capabilities and is saving valuable employee time, which translate into lowered costs for each case and greater security for the firm.

Community Mental Health Authority

July 3, 2013
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After implementing FileBound, Community Mental Health Authority solved its issue of having a disconnect between data and documents while keeping security top of mind.

Community Mental Health Authority of Clinton, Eaton and Ingham Counties (CMH), headquartered in Lansing, Michigan, employ more than 800 people making it the fifteenth largest employer in the region. CMH was created in 1964 to serve the mental health needs of the residents of the tri-county community, including: adults with mental illness, children and adolescents with emotional disturbance or mental illness, adults with development disabilities, children with developmental disabilities, and adults with substance abuse disorders.

The Problem

CMH had a growing issue with the availability and security of documents and information that they needed to provide services to their clients. They also wanted to address the disconnect that existed between data in their systems and associated documents. As information was updated in their core systems they wanted that information to be reflected in the system that managed all the supporting documents. They needed to find a better way to meet their growing needs.

The Solution

CMH chose FileBound because it met all of their needs, including improved access to documents from any of their locations, the ability to apply security on files and sections of files, and the ability to share data from their existing systems to update files within FileBound during a nightly update.

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.”

Pharmaceutical Distributor

May 22, 2013
With two separate warehouses in different, this pharmaceutical distributor needed a more efficient process than paper manifests.

With two separate warehouses in different states, this pharmaceutical distributor needed a more efficient process than paper manifests.

This large pharmaceutical distributor serves independent pharmacists and  drugstores throughout the Southwest United States. Employing 250 men and women in various capacities, the distributor uses its own trucks as well as third party haulers to deliver orders as quickly and efficiently as possible.

The Problem

From two warehouses located in separate states, this pharmaceutical distributor used truck delivery to meet the needs of customers throughout the Southwest. Once deliveries were made, each truck returned to the warehouses with a stack of signed manifests, giving proof that the product had arrived safely at each location. For five years, paper manifests accumulated in boxes at the respective warehouses. 

The Solution

The VAR recommended a solution to the distributor that combined FileBound® Importer ProTM and FileBound® On-DemandTM capabilities with the Fujitsu 6010, NSi Autostore and Kofax Capture. The company was pleased that the recommendation did not require the purchase of either software or hardware. In addition, no specialized workforce was required to operate the new solution.

FileBound Results

The company is overwhelmingly pleased with the implementation. Today, its employees can instantly locate any manifest or set of manifests no matter how long ago the product was delivered. Manifests can be viewed, emailed, printed and downloaded from a secure web repository where they are completely safe from disaster or theft. Multiple users can look at the same manifest at once and the company receives monthly transaction audit logs on request, allowing headquarters to stay firmly in control of activity in the field. Finally, the company has freed up a huge amount of storage space where the old manifests were previously housed.

Document Management Industry Roundup: May 3, 2013

May 3, 2013
Catch up on this week's industry news - everything you need to know from records management to cloud computing.

This week’s industry roundup covers everything you may have missed, from records management to cloud computing.

This week’s important resources:

The cloud has a handful of hidden capabilities that many people are unaware of. Are you using any of these tips to take full advantage of what the cloud has to offer?

Do you know the appropriate retention periods for your records? This is an important fact to know to protect from litigation

There are logistical factors that come up with a BYOD implementation, such as overlapping personal and work information on devices. Developing best practices for these situations is important, especially when it’s the federal government.

Have you gone paperless at home too? Here are some tips on how to cut your paper use outside of the office.

In case you missed our latest blog post:

What’s it like to work with FileBound? Joe O’Malley, president of On-Line Imaging, talks about his experience with FileBound.

Moorsville Consolidated School Corporation

April 10, 2013

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Mooresville Consolidated School Corporation (MCSC) is located in Morgan County, Indiana, and consists of one high school (grades 9-12), one middle school (grades 7-8), and five elementary schools (grades K-6). They have 305 certified and 125 non-certified staff members. More than 4,350 students attend Mooresville schools. The district includes residents of Brown, Harrison, and Madison Townships in Morgan County, Indiana.

The Problem

While working with MCSC it was determined that they needed a more cost effective way to file, search, and transfer school records to colleges and universities. They also identified a need for a better disaster recovery plan for all of their school records from 1960 to present.

The Solution

It was determined that a FileBound document management solution would not only meet their needs but was also at a price point that they could afford. This new solution automates the way they manage and protect their school transcripts, human resource files, and other records within the organization. FileBound allows them to securely access and share transcripts with outside requestors in a much more efficient way.

FileBound Results

According to MCSC, they realized a $55,000 savings by purchasing FileBound compared to other solutions that they considered. They also estimate a savings of $1,000 per week for hourly employee costs. MCSC also saved approximately $3,000 in filing cabinets, labels, hard copy records, and other storage materials. The bottom line is that this system saved MCSC both time and money and resulted in a more efficient running organization.

Document Management Industry Roundup: April 5, 2013

April 5, 2013
Bust week? Catch up on the latest news with our industry roundup.

Busy week? Catch up on the latest news with our industry roundup.

This week’s important resources:

While creating archives of content, how do you decide what should and shouldn’t be digitized?

A paperless future is eminent, but knowing what potential roadblocks exist can help your business be prepared.

Can BYOD make employees more productive? Almost 3/4 of IT leaders think so. Find out more BYOD stats here.

Have you started to utilize BPM to improve customer experience?

In case you missed our latest blog:

After partnering with FileBound, Innovative Medical Management grew its client base 50%. Find out how.

Document Management Industry Industry Roundup: March 22, 2013

March 22, 2013
Catch up on this week's document management news.

Catch up on this week’s document management news.

This week’s important resources:

1. Do you know these 3 myths of big data? Find out what’s behind these misconceptions here.

2. How fast does information need to travel between servers at big data places like Facebook and Google? As fast as the speed of light.

3. Take a look at cloud computing from the CFO’s perspective, a viewpoint almost as important as that of the IT department.

4. Put your BPM through spring cleaning with these 4 tips from Gartner.

In case you missed our latest blog:

The American Society of Agronomy needed a solution to manage its 350,000+ documents, along with an efficient means to transfer them into the system. http://bit.ly/Y6IlZT

American Society of Agronomy

March 20, 2013
FileBound's has document management down to a science, something these scientists needed to manage their 30,000 documents.

FileBound has document management down to a science, something this group of scientists needed to manage their 350,000+ documents.

The American Society of Agronomy (ASA) is a prominent international scientific society headquartered in Madison, Wisconsin. Since its inception, ASA has continued to evolve, modifying its educational offerings to support the changing needs of its members. Today, ASA is seen as a progressive scientific society meeting the needs of its members through publications, recognition and awards, placement service, certification programs, meetings, and student activities. Society members are dedicated to the conservation and wise use of natural resources to produce food, feed, and fiber crops while maintaining and improving the environment.

The Problem

ASA sought a solution to manage the 350,000 plus documents associated with their membership files, both active and inactive. These files contain membership applications, annual renewals, continuing education documents, and professional certifications. This paper-based filing process was labor intensive and created challenges when responding to the needs of both Society members and employees. In addition, it was becoming difficult finding space to store the growing number of files.

The Solution

FThe Priton Group (TPG) worked with ASA to develop a document imaging solution to meet the goals of the Society. The system not only had to provide an easy means for scanning, storing and retrieving information, but it also had to fit within their budget. Ultimately, they selected FileBound® Express™. FileBound Express is an appliance based document management system that simply attaches to the network to provide an instant document management solution. To create a complete solution, ASA wanted to scan all its back file member files into the system. However, the thought of indexing 350,000 pages was overwhelming. TPG designed a scan process using bar-coded sheets containing all index information. These sheets were automatically created using information from an existing database. As a result, ASA was able to scan and automatically process the documents without the need to manually index the pages.

FileBound Results

TDocument access has been greatly enhanced and FileBound’s feature-rich security module secures access to information. All membership data and images are backed up to their network, ensuring the information will always be available. The switch has saved ASA time, money and valuable office space.