Posts Tagged ‘document retrieval’

Case Study: ASA

May 14, 2014
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FileBound was able to help the ASA manage more than 350,000 documents on a tight budget.

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

The 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 of 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

Document 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. FileBound has saved us time, money and valuable office space.

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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.

Humility of Mary Health Partners

June 12, 2013
Space is important and expensive. FileBound helped this health system free up two rooms that used to house documents and records.

Space is important and expensive. FileBound helped this health system free up two rooms that were used to house documents and records.

Humility of Mary Health Partners (HMHP) is a region of Catholic Healthcare Partners, the largest health system in Ohio and the seventh largest not-for-profit health system in the United States. With facilities throughout Mahoning, Trumbull, and Columbiana Counties, Humility of Mary Health Partners is proud to be the area’s preferred provider for health care services.

The Problem

When services are provided to patients, claims for the payment of these services are submitted to third party payers (insurance companies, government agencies, 3rd party administrators, etc.). Payments are made to the providers in the form of a check or electronic funds transfer. Accompanying the payment is an itemized report of the claims included in the payment. Typically several patients are paid with a single check. The itemized report is then used by the provider to post the payment to each patient’s account. Often the amount received doesn’t fully satisfy the outstanding balance and then requires them to either submit a secondary claim or bill the patient directly for the difference. The challenge for the health care provider is to create a filing system that allows them to easily retrieve an EOB that lists multiple patients in order to submit a secondary claim or to perform collections for the unpaid balance for a single patient.

The Solution

FileBound provided the perfect solution to HMHP’s process challenges. FileBound allows users to build a process that minimizes the labor required to file and retrieve EOB documents. After the EOB’s have been posted to the accounting system, they are batched according to how that system processed them (typically posting date or batch ID number). These batches are then scanned and indexed by the batch ID or posting date. The scanned batches are run through an OCR (optical character recognition) process that indexes all the words off of the documents. This allows the provider to lookup a payment in the accounting system to get the batch ID information they then enter that value into the FileBound system along with a name, amount or claim number and search for the pages within the batch that has this information. Once these pages are found, the system allows you to use a “white-out” process (redaction feature found in annotations) to reprint a version of the form that only shows the information for a single patient as mandated within the HIPAA regulations. This is then used as a backup attachment for secondary claims or in collections.

FileBound Results

By implementing the FileBound solution, HMHP was able to empty two rooms. One of the rooms is no longer needed and has saved them office space costs and the other room was converted to an equipment room. Additionally, offsite storage space has almost been eliminated. 

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.

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.

Mary Rutan Hospital

February 27, 2013
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Mary Rutan Hospital has saved paper and boosted staff productivity since switching               to FileBound for their document management solution.

When Mary Rutan Hospital decided its two legacy document management systems no longer met its needs, CDW Healthcare recommended FileBound, a Web-based solution from Marex Group that offered vastly improved functionality and ease of use as well as enterprise-wide consistency. Since implementing FileBound in early 2006, the hospital has been able to increase its electronic medical recordkeeping from 20 percent to nearly 80 percent, saving paper and money and boosting staff productivity. It has also integrated FileBound with its clinical software to improve the delivery of quality patient care. And recognizing that it has only scratched the surface of the possibilities FileBound offers, Mary Rutan plans to continue expanding applications throughout the multi-campus organization.

The Challenge

After more than four years of using two separate document management applications to scan and archive patient data and financial records, Mary Rutan Hospital was completely convinced of the value of electronic document management. But the staff was less than satisfied with their legacy solutions, which were confusing to use, time-consuming to administer and offered limited functionality.

The Solution

Mary Rutan’s CDW Healthcare account team suggested the Web-based FileBound solution and arranged Webinar demonstrations for the hospital’s Information Systems (I.S.) staff and end-user representatives. Immediately sold on FileBound’s robustness and ease of use — as well as the cost-effectiveness of its unlimited user licenses — Mary Rutan quickly decided to move forward on the conversion. Currently, about half of the hospital’s more than 730 employees use FileBound — and the number is growing rapidly, especially after the recent integration of the software with the existing clinical application.

The Results

In less than two years, Mary Rutan has taken giant strides toward its goal of becoming as paperless an environment as possible. Previously, less than a quarter of the hospital’s patient records were electronic — that number is now well over three-quarters. The ability of any user to find records easily and quickly translates into increased staff productivity and significantly fewer calls requesting file location to medical records staff. And with dramatically less paper, storage costs were slashed. FileBound also seamlessly integrated with the hospital’s Web-based M2 electronic medical record (EMR) system, providing a single point of reference for document management throughout the hospital campus via computers on wheels, notebooks and desktops. In  addition, since FileBound is so user-friendly, help calls to the I.S. staff have also plummeted, freeing them to better utilize their limited resources in other vital areas.

South Plains College

February 20, 2013

 

This college has 1.5 million documents to store and manage. FileBound made it easy.

South Plains College stores and manages 1.5 million documents. FileBound makes it easy.

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.

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 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.

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.

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!

Allegan County

February 6, 2013
FileBound helped this county's filing process become more dynamic, adding functionalities like

This county needed more robust document management, and the functionality and power of FileBound’s web-based solution was a perfect match.  

Allegan County sits on the eastern shore of Lake Michigan. With over 111,000 people, Allegan County is still primarily an agricultural region but it’s experiencing urban growth thanks to the nearby cities of Grand Rapids and Kalamazoo. Growth adds challenges for the county government and requires new solutions for these problems.

The Problem

Among the many responsibilities of the Allegan County government is the management of county and court records, financial reports, and police files. Its current records management system was functioning mainly as an archiving system and did not allow for any dynamic file options such as revision control or multi-person access. As the county began integrating live records it dramatically increased its need for storage space used. Ultimately, Allegan County was outgrowing their system and was in need of a more robust solution. Steve Sedore, Information Services Director, began researching possible options. “We were in a spot where we needed to decide what to do—reclaim office space, get more aggressive in scanning long-term storage, or install a document management system with more features and that could handle more current, live documents.”

The Solution

Steve Sedore participated in a FileBound demo and realized he had found his solution. “It met all of
the touch points of the solution that I wanted to see: the licensing model, the flexibility, and that it was web-based. FileBound would give us the flexibility and power to create efficiencies in all of the departments that would use it.” Cost was a huge concern with the county’s limited budget and funding for the system had to come from grants. “Everyone wants functionality with an affordable price tag and that’s what FileBound gives you. Large enterprise solutions generally fall into the six figures, but FileBound offers an enterprise-wide solution at half or one-third of the cost of even the lesser-priced enterprise packages,” said Sedore. “The initial sticker price was great by itself, but when I projected it out over 5 years, it was even more of a savings. And, I’ll continue to save as more of our departments pick it up.” Once the grant came through, Sedore and the county deployed the FileBound software with ease to over 500 desktops. “The fact that the system is web-based gave us accessibility and saved us so many installation hours when we deployed it to all of our stations,” said Sedore.

FileBound Results

The conversion from the previous system is ongoing but the benefits are already apparent. “The ease of use is great; not only from a user’s perspective, but from the administration side – you don’t need to add staff to support the system and that’s a big deal,” says Sedore. “There was no impact to my support team. To get a solution with all the functionality that FileBound offers at a low cost and no additional overhead – that’s hard to find. Something I can do with my existing staff – that’s a great solution.” As conversion continues, the Allegan County government will soon have every operation using FileBound. “Accounts Payable is going to be a huge time savings,” reports Steve, “the workflow feature will pay for itself very quickly just using it in that department alone. I predict it will change our operations process and make all of our processes more efficient.”