Posts Tagged ‘records’

Enterprise Content Management Roundup: September 19, 2014

September 19, 2014
Certain popular backup methods to storing records, such as CDs, are now starting to deteriorate.

Certain popular backup methods to storing records, such as CDs, are now starting to deteriorate.

What’s new in the industry this week:

  1. Once a go-to medium for storing data, the CD has fallen out of style. Read about the life of a CD and why it’s so difficult to preserve their information.
  1. Security issues are a major concern for the government’s move to cloud technology, one federal CIO says. Read about how the defense industry will need to balance cloud and in-house information management.
  1. Some travelers are going to extra lengths to keep their information safe while they are on the road. Use encryption and learn more steps to prevent data breaches.
  1. Bring your own device, choose your own device, or corporate owned, personally enabled: Learn the difference between these mobile strategies to discover the options each one offers.

Don’t miss these upcoming events:

Our Director of Marketing, Jackie Risley, will be hosting a webinar with The Institute of Financial Operations on 9/23, discussing AP automation and analytics. Don’t miss it! Register here.

FileBound is sponsoring an AIIM Australasia webinar on October 22 on how a process-centric approach to enterprise content management can benefit businesses. Pay attention during the webinar and you could win $100! Register for the webinar here.

Don’t miss us at the IOFM AP Conference West October 26-28 in Las Vegas, Nevada! Attend and learn how FileBound can revolutionize invoice processing. Learn more here.

Mark your calendars for April 27-30, 2015, and attend the second annual Upland User Conference! The FileBound team will be there in Lake Buena Vista, Fla., at Disney’s Beach and Yacht Club with the rest of the Upland Software family.

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.

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.

Document Management Industry Roundup: December 6, 2013

December 6, 2013
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Share this week’s industry news with your coworkers. 

This week’s important resources:

1. Cyber Monday is a great way to boost e-commerce and an alternative to some of the Black Friday chaos, but be sure you’re protecting yourself and/or your customers. http://bit.ly/1arhK9f

2. Some financial institutions already have back-office operations paperless, but still send out paper statements and bills to customers. Here are some tips to make paperless banking more paperless. http://bit.ly/1887Sqf

3. Does your organization also need to bring its records into the 21st century? Find out how the National Archives and Records Administration is working to reach its goal of making all permanent records electronic by 2019. http://bit.ly/1g7IFiG

4. For those in the healthcare industry, Obamacare is causing some to take another look at their BPM and workflow needs. Has it changed anything at your organization? http://ubm.io/18m2r50

In case you missed our latest blog:

A paper-based invoicing system with no electronic back-up meant processes were slow for this corporation and disasters could be catastrophic. http://bit.ly/1cXsPSG

SEK

September 25, 2013

Teacher and students

The Individuals with Disabilities Education Improvement Act (IDEA) and the Elementary and Secondary Education Act (ESEA) require that all students participate in state abilities assessments. SEK, the service that provides these assessments, is headquartered in Parsons, Kansas, from where it deploys psychologists who travel the region performing student evaluations, recording data and submitting their findings to headquarters where they are accessed by the federal government.

The Problem

The vast majority of SEK employees are deployed in the field where they conduct student assessments. Once an assessment is completed, it is important for the assessor to quickly return findings to headquarters for processing. However, over the years it has proved increasingly difficult for assessing psychologists to manage all the paperwork and get it back to headquarters in a timely manner. This, in turn, has slowed government payments to SEK.

The Solution

The FileBound Document Management System provided a highly efficient solution to all of SEK’s challenges. Now, once a psychologist completes an assessment in the field, he or she simply scans it into FileBound and it is immediately uploaded to FileBound® On DemandTM for quick processing and billing to the federal government. Every assessment stored in the FileBound Document Management System is instantly available to governmental agencies through the FileBound Clipboard, so getting the copies they need is easier than ever before.

FileBound Results

Processing of assessments that once took days or even weeks can now be completed in minutes from the field. By streamlining processing, SEK has also been able to speed up receipt of payment from the government. Furthermore, any assessment stored within the FileBound system is quickly retrieved whenever needed, eliminating hours of searching through records that over the years could get lost or misplaced.

High-end Document Management for the Masses

September 12, 2013
Document management is a necessity, and FileBound allows an affordable high-end solution.

Document management is a necessity, and FileBound allows an affordable high-end solution.

“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!”

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 by Upland, 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.

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.”

Colorado Judicial System

August 7, 2013
FileBound helped the Colorado Judicial System implement the Electronic Dockets, which helped increase productivity.

FileBound helped the Colorado Judicial System implement Virtual Dockets, an easy way to increase productivity.

The Colorado courts found themselves over extended in trial proceedings that required an ever increasing amount of manual labor that was in short supply with the result being increasing costs and decreased process flow. The FileBound Document Management Solution solves these issues by creating a paperless court environment using an innovative Virtual Docket that provides ease of use and increased productivity.

The Problem

As the Colorado Court’s pilot project for a virtual docket, this county judicial system  was responsible for transferring their entire system over to a paperless system. The judicial process requires accurate court files, up-to-date motions, and daily transactions between counsels to be presented to the judge in a complete file for review before proceeding. In the former paper based system, the clerk’s office maintained the trial docket of cases for the judges. They received all incoming paperwork from the District Attorney, Public Defender and Private Bar offices and filed them with appropriate cases. This daily process was very labor-intensive and slow and involved many filing and re-filing of cases. It also provided for human error in allowing documents to be misplaced, lost, or misfiled and required multiple paper copies to be printed for each party involved. Overall it created inefficiencies in the judicial process.

The Solution

In creating an electronic solution for the courts, one of the biggest challenges was designing a process that was easy to use, reliable, and efficient enough to quickly gain buy in from the judges. FileBound created the winning strategy by designing a Virtual Docket. This electronic version of the trial docket allowed judges immediate access to all cases and documents on a computer. By logging in, they could view all files, pending motions, and case decisions as they were made. Clerks can log in and update cases as needed, giving Judges access to cases anytime, anywhere. And with a secure connection, password sensitive access, and documents stored on in-house resources the Judges were comfortable with the security of the solution.

FileBound Results

The largest benefit the court has seen is the unification of the trial court process. Incorporating all processes into one system, gives the judges continual access to the latest information in the cases they oversee. It has streamlined the trial process for all parties involved and created a more efficient system. It provides instant retrieval of archived records and has eliminated the hassle of managing paper files and documents.