ECS Imaging, Inc

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www.ecsimaging.com

Volume V

Issue 2

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Spotlight

Events

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Tech Tips

About ECS

ECS visits the gulf coast and helps Mississippi Regional Housing Authority VIII go paperless.

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Accelerate with a paperless agenda risk free for 30 days starting from $2,995.

Electronic digital signatures anyone? With enough interest, we plan to implement an electronic digital signature solution.

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Split large volumes into logical volumes for better efficiency.

1. Agenda Processor Special

Try the new Agenda Processor risk-free for 30 days and save 40% off the retail price. See how Agenda Processor can help to deliver agendas that take less time to prepare, approve and publish—using fewer resources.

Benefits

· Minimize paper-based preparation

· Keep the style and structure of your current agenda

· Reclaim valuable time

· Simplify collation & distribution

· Reduce copying & paper costs

· Expedited approval process

Package Includes:

· Software

· Installation

· Training

· 1 year Software Updates

· Phone Support

Only $5,995!

2. WebAccess Special

ECS is offering customers five free full users when they purchase Web Access, a retail savings of $2,750. We encourage you to take advantage to expand your Laserfiche system. With Web Access, you can deploy Laserfiche to additional departments and staff without needing to install software on each workstation. Users have virtually the same capabilities via WebAccess as the Laserfiche Full Client software.

BOTH SPECIALS END MARCH 30, 2007

Electronic digital signatures anyone?

We are looking for feedback from you, our customer, for your interest in implementing a certified digital signature solution?

Some of the benefits include:

· Reduction in costs – no more printing, handling, faxing, mailing, rescanning…

· Expediting business processes

· Increased security and minimized risks

· Meeting regulatory compliance

Please let us know if you are interested and we will work with you to find an integrated solution. Contact Sales@ecsimaging.com for more information.

One touch from Scanner to Laserfiche.

This feature is coming exclusively from ECS Imaging. Users will be able to select a ‘number’ on the scanner’s menu and the documents will auto-scan to a specific location in Laserfiche with the touch of one button on any Visioneer or Xerox branded scanner with that feature.

Scanners made in the USA!

Visioneer’s New Patriot Series

Patriot 780 – $4,995

60 ppm & 120 ipm duplex mode up to 11x17

Kofax VRS basic

One touch

Patriot 680 – $1,995

40 ppm & 80 ipm duplex mode up to Legal Size

Kofax VRS basic

99 OneTouch destinations

Spotlight

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Mississippi Regional Housing Authority VIII

Jennifer and Pete posing next to a

recently moved out file cabinet.

The Mississippi Regional Housing Authority VIII based in Gulfport Mississippi currently serves 14 counties, manages 1,530 housing units, and 5,000 section 8 families. Over 6 years ago, CEO Roy Neicase set out to find an electronic Document Imaging System to begin a "true paper reduction process." The 6 year search ended in vain. Mark Creech, Director of Assisted Housing states, "there were many products available, but none that met all of our expectations."

In 2005 Hurricane Katrina hit the Gulf Coast. The GulfPort area was one of the hardest areas hit. MRHA8 lost their building and the majority of their paper documents. Hundreds of managed properties were destroyed, and thousands of their residents were displaced. Many people lost everything including belongings, friends, and family members. "Now more than one and a half years later, we are still cleaning up and beginning to rebuild."

During a FEMA audit, the auditor mentioned that he had heard of another Housing Authority in California that had successfully implemented a document imaging system. Mark called the Santa Cruz County Housing Authority. Linda Igarta of the Santa Cruz County Housing Authority had spent several years working with ECS Imaging and the Laserfiche product. She was more than pleased to recommend Laserfiche and ECS Imaging, Inc. Mark quickly called Pete Herschelman, ECS Imaging's Director of Sales in Northern California.

Mark and James Craft (MHRA8 IT Manager) flew to Pleasanton, California to attend ECS's Annual Customer Conference in October. "That conference really opened our eyes to how powerful LaserFiche is. We were very impressed with the product capabilities and the quality of the educational & technical support offered by ECS." Mr. Creech called that day and told his CEO, "get out your checkbook, I've found what we've been looking for."

By December the resolution was presented to the Board of Commissioners and was unanimously approved. On January 25, 2007 Phase I was completed. Included in this first phase was the install of: the LaserFiche MSSQL server, Web Access, Workflow, 25 full users, 25 email users, 25 snapshot users, Quick Fields, Bar Code, Zone OCR, Real time Look Up, and 7 Xerox Documate 272 scanners, which include a hard card ID scanner port for drivers licenses & SSN cards.

Pete Herschelman and Michele Waddell training the staff.

The initial installation of software was completed in less than 1 day by Jason Goddard, an ECS Technician. Workflow routing and notification beginning with initial application, invitation to interview, verification of application information, issuance of housing voucher, approval of property, move in, regular inspections, annual recertification, annual verification of HOH, and move out were set up in the same day by ECS Senior Technician Michele Waddell.

The second day included:

· Set up of multiple QuickFields sessions for import of scanned images, auto capture of SSN, and filing to workflow enabled folders.

· An extensive training / consulting session was completed with all 7 district managers, Mark Creech Dir. Assisted Housing, Anthony Woods Dir. Affordable Housing, & 2 Intake department managers.

· Training session with 16 Housing Specialists

The final day was spent in training sessions with property managers and housing specialists (over 33 people in all) that will perform scanning from their individual locations around the state via WebAccess and desktop scanners.

Phase II will begin in February and will include:

· Installation of an additional 35 Xerox 272 desktop scanners

· A custom design by ECS's programming technicians allowing look up of data & template population between MRHA8's SACS client management system & LaserFiche.

James Craft, IT Manager, was "very surprised & pleased with how smooth the implementation went."

Phase III will happen later in the year and will focus on standardizing all of their forms in Word and populating them with data from the SACS database, then using QuickFields to capture that data back into Laserfiche template fields when the documents are returned by the applicants, inspectors, and residents.

The goal set by the MRHA8 is "to eliminate or reduce manual forms" and eventually "everything will be done electronically." Even the local FEMA Auditor expressed their excitement to work with digital files during an audit.

Events

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Would you like ECS to host a User Group and free training session at your site?

Just let your Sales

Rep know.

AIIM Events (www.aiim.org)

The ECM Association

AIIM San Diego

Spring Wine Tasting & Art Social

Wednesday, March 14

4:30pm – 7:00pm

Wentworth Gallery

1025 Prospect St, Ste 110

La Jolla, CA 92037

Back by popular demand, the San Diego AIIM Chapter is pleased to announce its 2007 Spring Social. Unlike our professional development events, this one is all about networking. Everyone is welcome. You don’t have to be an AIIM Member to join us. So bring along your co-workers and colleagues and a few business cards.

If you are looking to network with other professionals or business contacts, this is a great place to do it. Make the most of your time after work while enjoying yourself in a fun and relaxing environment. Hope to see you there. For more info and registration

Visit our booth at these upcoming events

CISOA & RP

California Community College Chief Information Systems

March 25-27

Hyatt Regency Orange County

TechEd 2007 College IT

March 26-28

Ontario Convention Center

Webinars

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WebAccess 7.2

Learn how Web Access, our web browser-based thin client, can offer you virtually all of the document management capabilities of the standard Laserfiche interface.

Register

Thu., Feb. 22, 2007

9:00 a.m. Pacific

Thu., Mar. 1, 2007
10:00 a.m. Pacific

Thu., Mar. 8, 2007
9:00 a.m. Pacific

Best Practices in Local Government

Learn how to balance the demands of capturing records with the need to retrieve information quickly for internal and public requests.

Register

Thu., Mar. 8, 2007
10:00 a.m. Pacific

Wed., Mar. 28, 2007
2:00 p.m. Pacific

Agenda Manager

Discover the latest features offered by Laserfiche’s agenda automation program.

Laserfiche Agenda Manager™ is an agenda automation tool that simplifies processes from item submission through publication of the final document. An easily supported, Web-browser-based solution helps you work faster, manage agendas for multiple meetings, and consume fewer resources to create your agendas.

Register

Wed., Feb. 21, 2007

9:00 a.m. Pacific

Thu., Mar. 1, 2007
9:00 a.m. Pacific

Wed., Mar. 7, 2007
12:00 p.m. Pacific

Wed., Mar. 14, 2007

11:00 a.m. Pacific

Tech Tips

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Support Site

Current Versions

· Client-Server 7.2.1

· Plus 7.2

· WebAccess 7.2.1

· Quick Fields 7.1.2

· Agenda Manager 7.2

· Audit Trail 7.2

· Email (Mapi) 7.1

· Integrator’s Toolkit 7.2

· Scan Connect 7.1

· Import Agent 7.0.2

· Integration Express-H.T.E 7.0

· Snapshot 7.0.3

· WebLink 7.0.5

· Workflow 7.0

· Toolkit 7.2.1

Splitting up an existing large volume into logical volumes

If you've been using the same volume or volumes for some time, especially if the installation has a high level of scanning, your volumes may have become very large. When volumes become too large, you may experience performance issues and difficulty exporting them; you may also begin to run out of hard drive space. This is why we recommend using logical volumes that will automatically and invisibly 'roll over,' creating a new volume behind the scenes but allowing users to continue to scan and import as usual. However, you cannot directly convert an existing non-logical volume into a logical volume. If you have a volume that is too large, or you want to preemptively switch to a logical volume to avoid future issues, you can instead migrate from an existing volume into a new, logical volume.

To migrate from an existing volume, create a new, empty volume. When you create the new volume, be sure to give it a size limit and select Automatically create a new volume when size limit is reached. Now you will need to migrate the documents from the old, oversized volume into the new volume.

You may also want to temporarily remove users' rights to add or modify documents in the old volume to ensure that no one is attempting to scan or import into the volume while the migration is going on. (The user performing the migration must retain rights, however, or the migration will not succeed.)

In the Laserfiche Client, perform a Within Volume search for the old volume. This will retrieve all documents within that volume.

The documents migrate in the order you see them in the Search Results pane. If you want to store them in the new volume in the order they were created, for instance, you can sort by the "Creation Date" before migrating. Once you have the documents in the order you want them, select all the documents by clicking CTRL+A. In the Action menu, select Migrate Documents. Select the new volume you just created as the destination volume and click OK. This migrates all the documents from the old volume to the new volume; since the new volume was created as a logical volume, it will 'roll over' into multiple smaller physical volumes during the migration. Once you have confirmed that the migration completed successfully “ the old volume should be empty “ you can delete the old volume. If you like, you can then rename the new volume with the old volume's name.

Note that the process of migrating the documents may take a long time, especially if the original volume is quite large. You may want to begin the migration at the end of the working day or on a Friday. This is also a good reason to perform this migration before you begin to see problems, as the migration is faster when the volume is smaller.

Customizing Weblink 7 to open to the Search Page

You can customize your WebLink 7 installation to automatically open the Search pane instead of the Browse pane. This is useful for users who access the repository using WebLink and want to locate documents primarily with the Search interface. To open the search pane by default, you need to modify the code in WebLink to change the default start page from Browse.aspx to Search.aspx.

The following instructions use Microsoft Visual Studio 2003. If you use another programming environment to modify the WebLink code, the steps may be different.

First, open the WebLink 7 solution (weblink7.sln). In the Solution Explorer, select Login.aspx. In the View menu, select Code. This opens Login.aspx.vb.

At the top of the Login.aspx.vb file, the following line appears:

Private Const DefaultURL As String = "Browse.aspx"

Modify this line to read as follows:

Private Const DefaultURL As String = "Search.aspx"

Then, build the solution to apply the changes to WebLink 7. From the Build menu, select Build Solution.

About ECS

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Contact Info

877.790.1600
Web: www.ecsimaging.com

Sales Inquiry:

sales@ecsimaging.com

Tech Support: support@ecsimaging.com