ECS Imaging, Inc

ECS Newsletter





                            “Your Source for Document Management Solutions”

April 2008 Inside this Issue

Volume VI, Issue IV

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News

Spotlight

Events

Webinars

Tech Tips

About ECS

2nd quarter user group events

Spotlight on Santa Clara County Office of Education

Laserfiche 8 Release

Version 8 new features

April Webinars

ECS Named - Solution Provider of The Month By

Two important releases this month:

Version 8 in 2008

Laserfiche Version 8 ready for release!

Talk to your ECS account rep for more info and to develop a plan

for the best time to upgrade your site.

Kofax Capture Version 8 ready for release!

Formerly called Kofax Ascent.

Spotlight

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Nominated by

rod simon

The Organization

The Santa Clara County Office of Education (SCCOE) is a champion of public education, serving as an exemplary regional resource to students, parents, school districts, community agencies and businesses. The organization provides instructional, administrative, human resources, business and technical support services to Santa Clara County’s 32 K-12 school districts and 4 community college districts. By centralizing services such as payroll, employee fingerprinting and Internet connections, the SCCOE helps districts to achieve greater efficiency and cost-savings. SCCOE also has programs that provide direct instruction including Special Education, Head Start, Environmental Education, Regional Occupational Programs and Alternative Schools. An additional program, Migrant Education, supports the special needs of migratory children.

The Office has five major units Administration, Business, Instruction, Human Resources and Student Services, approximately 1,600 employees, and a budget that exceeds $225,000,000. The administrative centers of these major units or “branches” are housed at a central location in San Jose California. Approximately 400 employees work in a two building campus.

The Problem

The SCCOE had been struggling with having secure access to documents by multiple individuals, and their paper-centric processes were much too costly (storage, inter-office and postage costs, copying, delays in processing). They had conducted an intensive study on document retention several years ago, and concluded that their processes were expensive, and that there could be a marked increase in efficiency with the right technology. They set out to implement a document management system, but found the implementation to be extremely difficult and expensive.

In May of 2006, the SCCOE released another bid for document management software that would address their then current and future document storage needs of class one records. Two departments – Accounting & Human Resources - had immediate needs and would serve as pilots for the new software.

The Solution

In June of 2006, ECS Imaging was awarded the bid; however the SCCOE was not able to actually place their Laserfiche order until March of 2007. Once SCCOE was ready for implementation ECS Imaging installed, configured the Laserfiche software, and provided training for the Regional Technology Center personnel and key personnel from the pilot groups.

The initial system for the HR and Accounting Pilot included:

Laserfiche United Server
Six Full Licenses
Laserfiche Starter Audit-trail
Two Quickfields Workstations, including Zone OCR and Real-time Lookup
One Xerox Documate 262 Scanner
Seven Xerox Documate 632 Scanners

The SCCOE also wanted to take advantage of their existing infrastructure of MFP’s to leverage their investment in those machines. With Laserfiche Universal Capture, that was easy. Employees were able to scan in batches of files on the MFP’s and complete the document separation and indexing at their desktops in Laserfiche. ECS also conducted initial meetings with the management in the Business Services and Human Resources groups. “We knew the project would only be successful if we got the management and the end-users involved in the process. That was key”, said Rod Simon, ECS Account manager. The pilot was incredibly successful.

Today, Human Resources is scanning all employee documentation from the initial Application and associated documents all the way through personnel file information. Though they were first looking at simply scanning their employee files, the HR group quickly caught on to the fact that they could enhance their business processes with Laserfiche. HR is now able to scan documents when they come into the organization and shred the documents once they know the information has been backed up on the Laserfiche server. Scanning into Laserfiche has drastically reduced the number of copies that have to be made and has eliminated the need to send much of the interoffice mail that would normally be sent. Now HR analysts make the secured files available for those that need to see them.

Business Services is scanning all their Accounting and business-related paper files and creating electronic files for long-term storage and retrieval. The SCCOE’s overall goal is to have the Document Management system to be enterprise-wide throughout the office of Ed, even to the small, remote offices the Office of Ed serves. They have also just begun a project to begin offering Document Management services to each of the districts throughout the County, utilizing the infrastructure already in place. The Accounting organization is using Laserfiche to scan and retrieve documents for the following:

• Accounts Payables

• Accounts Receivables

• Accounting Journals

• Employee Purchase Cards

• Accounting Programs Files

The Purchasing organization is just beginning their Laserfiche implementation, initially concentrating on streamlining their Purchase Order process. Both the Accounting and Purchasing departments are leveraging their ability to work with the SCCOE’s financial/hr/payroll software system from Quintessential School Systems (QSS), allowing Laserfiche to access QSS for auto-indexing and auto-filing.

There has been significant improvement in process efficiency. People are able to find the information they need quickly. Phone calls asking for documentation have been reduced; interoffice mailings have been reduced.

The organization is currently testing the Visioneer One-touch integration with Laserfiche. They are excited about it because it will allow departments to share the Xerox Documate scanners much like they can with their MFP’s; but with the Xerox scanners, they are able to get a much better image-quality with the built-in Kofax VRS software.

The SCCOE was so delighted by the success of the pilot and confident in how Laserfiche could be used throughout the organization that they purchased additional Laserfiche product, expanding their solution to include:

Laserfiche Enterprise Server
94 Full User Licenses
20 Read-Only User Licenses
114 E-mail Plug-In
Four Quickfields Workstations, including Zone OCR, Real-time Lookup and Pattern-matching
Import Agent
Web Access Enterprise
Workflow
Advanced Audit-Trail Module

Future

In the coming months the SCCOE will continue the Laserfiche rollout throughout their Business Services division, implementing it in Risk Management, Payroll, Unemployment Insurance, and their District Business Advisory Services departments. Thereafter, it will roll out to its Head Start and Student Services division.

The month of April will mark a significant development in the SCCOE’s Laserfiche solution, as they begin offering it to their supported district offices. This allows the districts to use the infrastructure already in place at the SCCOE, and letting the districts use Laserfiche Web Access to scan and retrieve documents. The services will be on a subscription basis and will allow the districts to participate in the solution with little to no capital investment on their part.

The SCCOE has also elected to become a beta-tester for the new Laserfiche/Visioneer One-touch solution. “We really like having Kofax VRS provided by the Xerox Documate machines, while allowing the users to share them, like we do the Konica MFP’s. The One-touch solution gives us the best of both worlds,” says Lydia Cabrera.

Key Participants

Lydia Cabrera – Application Support Analyst for the SCCOE Regional Technology Center
Mark Ashley – Manager – Application Support and Web Development for the SCCOE Regional Technology Center
Nimrat Johal – SCCOE Controller
Cathy Grovenburg – Assistant Superintendent of Business Services
Laura Kidwiler, Assistant Superintendent of Human Resources

Events

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Hesperia -April 30^th

Join via the web to see a live webinar on Digital signatures at this User group. If you are unable to attend you can still attend the webinar. For more info please e-mail sales@ecsimaging.com

Granicus will be attending this event

Napa - May 9^th

Visioneer and Xerox Scanners will be attending this event.

Join us at our 2^ndQuarter User Groups

City of Hesperia – April 30^th

Queen of the Valley Medical Center in Napa- May 9^th

These events are offered with no charge to our customers. Connect with other Laserfiche users and learn new solutions for your Laserfiche system. Our user groups introduce our customers to each other and to the latest technologies. Join us to learn what is new in 2008.

Wednesday, April 30^th at the City of Hesperia

Schedule 8:30am – 3:30pm (map)

8:30 – 9:00am	Morning Refreshments & Check-in
9:00am	Introductions Laserfiche usage at the City of Hesperia
9:30am	Laserfiche Version 8 Demo Overview Integrations and Customizations with Laserfiche
10:30am	Learn about Digital Signatures (Live on Web also)
11:00am	Break
11:10am	Laserfiche Agenda Manager
11:30am	Integration with Granicus, Minutes, Voting and Web Streaming
12:00pm	Free Lunch Provided and Giveaways
1:00pm	Agenda Manager and Granicus Training
2:15pm	Break
2:30-3:30pm	Version 7 Training

Friday, May 9th in Napa

Schedule 8:30am – 4:00pm (map)

8:30 – 9:00am	Morning Refreshments & Check-in
9:00am	Introductions Laserfiche usage at Queen of the Valley Human Resources Dept.
9:30am	Laserfiche Version 8 overview Integrations and Customizations with Laserfiche
10:30am	2 New Xerox Scanners and One Touch
11:00am	Break
11:15am	End Users Discussion Panel Human Resources Panel Town of Truckee Shanna Kuhlemier Tamalpais USD Kathleen Bennett
12:00pm	Free Lunch Provided and Giveaways
1:00pm	Version 7 Training
2:00pm	Complimentary Wine Tasting sponsored by Visioneer Nearby location to be announced soon.

We also look forward to seeing our customers

At these upcoming Conferences!

Say hello at the ECS booth.

CCAC – Bakersfield, April 22-24 2008

CACCRAO – Lake Tahoe, April 27-29,2008

CASBO- Anaheim , April 27-28, 2008

Webinars

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Thu., April. 16, 2008

9:00 a.m. Pacific

Thu., April. 23, 2008

9:00 a.m. Pacific

Thu., April. 30, 2008

9:00 a.m. Pacific

Register

Document Management 101

Learn how digital document management helps you find files faster, reduce storage space costs and improve information security.

Register

Join us for a live Webinar on April 30^th

Send e-mail to sales@ecsimaging.com

to register

Digital Signatures for Document Management

Learn now from industry experts in a fifteen minute web seminar.

Learn how to Reduce operational costs, Expedite Approvals, Comply with regulations and much more! See how CoSign can pay for itself in as little as 30 days!

Thu., April. 10, 2008

2:00 p.m. Pacific

Register

18 Minutes to More Intelligent Searching

How much time do you waste each day trying to find the information you need? In just 18 minutes, learn how a digital document management system will help you recover this lost time—and make you far more productive.

Thu., April. 10, 2008

11:00 p.m. Pacific

Thu., April. 24, 2008

9:00 a.m. Pacific

Register

Best Practices in Local Government: Capture, Store and Retrieve

Learn how Laserfiche document management software streamlines processes, strengthens security and increases effectiveness.

Tue., April 22, 2008

10:00 a.m. Pacific

Register

Get the Laserfiche Edge - Share Information to Ensure Public Safety

See how Laserfiche software integrates with CAD, RMS and GIS applications to create a secure digital network that gets the right information to the right people.

Tech Tips

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Power Up and

Get Connected.

Visit the Laserfiche Support and User Information Site

We encourage you to take advantage of the resources available 24 hours a day.

Support Site

Current Versions

· Client-Server 7.2.1

· Plus 7.2

· WebAccess 7.2

· 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

In the next few issues, we’ll continue to preview new features in Laserfiche 8. Because this is a preview, note that the details and appearance of certain elements may change between now and the final release.

Copying folders and reproducing folder structures

The Laserfiche 8 Client allows you to copy folders (with or without content) to other Laserfiche folders. The copied folder will retain the volume and metadata information previously assigned to it and will retain all contents (documents and folders). Note that you cannot copy a folder that has a document checked out for editing or copy a folder into one of its own sub folders. You can, however, copy a folder into the same root folder. It will duplicate that folder and give you a prompt allowing you to rename it.

To copy folders:

From the Folder Browser, select the folder you want to copy.
Right-click and select Copy, select Copy from the Edit menu, or press CTRL + C.
Navigate to and select the folder’s new location.
Right-click within the folder and select Paste, select Paste from the Edit menu, or press CTRL + V.
You will get a prompt asking you to confirm the copy. To turn this prompt off, select the Don’t ask me again check box. Click Yes to copy the folder.
The folder should now appear as a copy of the original.

Note: You must have Create Folders and Create Documents rights to copy a folder. Rights assigned to the folder are not copied to the new location.

The Client also allows you to reproduce folder structures. The folder structure is copied to a new location, but the documents inside the folders are not. Reproducing a folder structure without contents copies that folder and its subfolders, leaving all documents inside each folder behind. This enables you to easily reproduce standardized folder structures, such as folders for client records.

To reproduce folder structures:

From the Folder Browser, select the folder structure you want to reproduce.
Right-click and select Copy, or select Copy from the Edit menu.
Navigate to and select the folder structure’s new location.
Right-click and select Paste Folders Only.
You will get a prompt confirming the reproduction. To turn this prompt off, select the Don’t ask me again check box. Click Yes if you want to reproduce the folder structure.
The folder structure will appear as a copy of the original, without any documents inside.

Note: You must have Create Folders rights to reproduce a folder structure. Rights assigned to any folder within the structure are not copied to the new location.

Searching by creation/modification date

Many users frequently need to see a list of all the documents that were either created or modified during a certain date range. In Laserfiche 7, Creation Date and Modification Date are separate search criteria, meaning that he has to enter the date range twice. Laserfiche 8 enables users to perform this type of search in a single step.

In Laserfiche 8, we’ve combined the Creation Date and Modification Date search types. Users simply enter the relevant date range and then use check boxes to indicate whether they want to search by creation date, modification date or both.