ECS Newsletter





              “Your Source for Document Management News”

May 2009 Inside this Issue

Volume VII, Issue V

News

Spotlight

Events

Webinars

On Demand Videos

Tech Tips

About ECS

Website

Your ECS Imaging

Account Managers

Debbi Bodewin

Bob McCowan

Pete Herschelman

Rod Simon

Barry Weinstein

Ed Althof

Tim McGrath

Steve Walter

On-time in 2009 Reward!

ECS Renewal Special all year!

All ECS customers who renew their Annual Contract

with ECS in 2009 before the renewal date will receive 2 FREE hours Of support!

News – Sizzling May Special and New ECS Team Member

Events – ECS 7^TH Annual Customer Conference & 2^nd Quarter User Group

Spotlight – Riverside County TLMA

Tech Tips – Version 8 New Features

On Demand Videos – See a demo when you want!

May Webinars – Best Practices, Product Demos

Laserfiche 8 Agenda Manager

and Agenda Processor!

Get 1^st year LSAP FREE! (20% off!)

Agenda Processor $4,995 Or

Agenda Manager $15,000

See how to automate your Agenda Process at

An online webinar May 7th or 12th @10am PST

Register via email SALES@ECSIMAGING.COM

Offer valid for May 2009

A warm welcome to

Anjy Divine - ECS Account Analyst

Our latest addition to the ECS Team...

Formerly Laserfiche Administrator for Riverside County Human Resources

Can we help your HR dept meet records compliance requirements?

Spotlight

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Nominated by

Barry Weinstein

To view our previous story click here

Riverside County TLMA Goes Live in ‘09

April 11, 2009, Riverside County Transportation Land Management Agency (TLMA) went live with Laserfiche for their six departments: Planning, Building & Safety, Transportation, Code Enforcement, Environmental Programs and the Administrative Services. ECS Imaging’s Barry Weinstein, Project Manager and Scott Miller, Support Lead have worked diligently for the last eight months with each department and the IT Staff of TLMA to have the system ready to launch and encompass all the needs of the agency.

With a staff of over 800, TLMA serves a fast-growing population of 2.1 million spread across more than 7,000 square miles of land. TLMA director George Johnson spearheaded the campaign to assure that there is a reliable Document Management Solution installed and being used daily within the agency he manages. After reviewing many choices available to the agency through the RFP process that started in June 2007, TLMA selected ECS Imaging.

ECS Imaging installed Laserfiche in August of 2008 including100 full users and 300 view users, Import Agent, Advanced Audit Trail, WebLink, WebAccess, Quick Fields Agent with Bar Code, Zone OCR, Real Time Look-up, and Pattern Matching. This also included installations at their Annex, Washington Street facility, and their Desert Office in Indio. ECS Imaging consulted with TLMA to create 47 Laserfiche templates to work within the six various departments within the organization. TLMA is utilizing the auto-OCR tool to automatically OCR documents in Laserfiche. ECS Imaging’s Scott Miller worked closely with both Bill Green and John Kavorinos of the IT Staff to get security and sever items in order. Additionally, TLMA established a Power User for each department within the agency that is able to administer Laserfiche.

ECS Imaging’s Michele Waddell assisted the Human Resource and Planning Departments with creating quick field sessions to meet the high demands of scanning in each department. We also have worked with the Transportation – Survey Department and the Building and Safety Records Department to be able to accommodate the many PDF’s they have accumulated over the years to snapshot them in batches into the Laserfiche system. With the assistance of the agency’s Gilbert Perques we were able to accommodate the entire agency through the various Multi Function Devices the agency has. This allows anyone within the agency to scan from these MFP’s and Import Agent will automatically file it directly into Laserfiche.

Barry Weinstein will continue to work with the agency weekly and provide them hands on assistance over the next few months as working with the various Laserfiche products becomes a necessity. ECS Imaging has trained over 80 staff personal in the various uses of Laserfiche and continues to train staff members weekly as each department has been mandated by the agency Director to participate in the Laserfiche Document Management Solution.

This effort required a hand in hand relationship between ECS Imaging and the agency’s Project Manager Dianna Ross, and Admin Service Manager Tom Mullen for the agency, IT managers, each department head and the assigned power user for planning the implementation, setting up securities, and training for each department. The next step will include the implementation of ECS Imaging’s bi-directional integration between ESRI and Laserfiche.

Events

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Click for

More Conference Info and Registration

Hosted at City of Temecula

Click here

To Register

Directions:

43200 Business Park

Announcing ECS' 7th Annual

Customer Conference
October 15-16th,2009

Free event offered exclusively to ECS Customers.

Join ECS at the Hilton Irvine
Free shuttle from Orange County Airport

Learn the Latest Solutions to compliment and optimize your Laserfiche System. Industry experts will be onsite both days.

We are thrilled to provide our customers these valuable resources for their continuous business and loyalty. Our annual conference focuses on new Laserfiche products, ECS integrations, and our industry partner solutions. The latest information is given at all levels at this annual event.

ECS and our partners value our customers and provide to our community of users these services. We feel honored to have you as a customer and want to show our appreciation in keeping you current with the records management industry. We thank you each year for the success and for the opportunity to provide a superior product and outstanding customer service.

Who can benefit from ECS’ Annual Event?

Records Managers, Administrators, IT, Scan Operators, & End Users.

Space is limited - REGISTER ONLINE TODAY.

Join ECS at our 2ndQuarter User Group

Thursday, June 4^th 8:30am-2:30pm ECS User Group Agenda
8:30am –9:00am	Continental Breakfast and Check-in
9:00am - 9:30am	City of Temecula usage of Laserfiche including customized Weblink
9:30am- 10:15am	Version 8.1 Overview-New Features
10:15am-10:30am	Break
10:30am- 11:00am	Agenda Manager 8
11:00am-11:30am	Quick Fields 8
11:30am-12:00pm	Laserfiche Sharepoint Integration
12:00pm-1:00pm	Free Lunch Provided
1:00pm-2:30pm	Training on Topics of Interest Administration and User Level

User Groups are to educate our customers on Laserfiche for End Users and for Administrators. ECS offers at 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.

Webinars

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Thursday, May 7

10:00 AM PST

Tuesday, May 12

10:00 AM PST

Register

Laserfiche Agenda Process and Management Webinar

See how to automate your Agenda packet creation process!

Wednesday, May 6

10:00 AM PST

Wednesday, May 13

10:00 AM PST

Register

Ready…Set….Go…Agenda Manager 8.0

Want to see how we made agenda creation and distribution even easier? Join us to learn how Web-based agenda lifecycle management promotes transparency and citizen engagement.

Thursday, May 7

2:00 PM PST

Thursday, May 21

10:00 AM PST

Register

Laserfiche For Local Government = ECM + BPM

The days of content management as a siloed application have come to an end. Today, enterprise content management is a fundamental part of the information architecture within municipalities. Join us to learn this integrative approach.

Thursday, May 7

1:00 PM PST

Thursday, May 21

1:00 PM PST

Register

Tuesday, May 5

8:00 AM PST

Tuesday, May 19

8:00 AM PST

Register

Working with Large Format Scanned Drawings

Once you scan your large format drawings, what solutions and processes make it easy to edit, manage and collaborate? See a sampling of products that are applicable to nearly every large format industry and nearly any large format document. 20 minutes plus Q&A.

Everything You Need for Large Format Scanning

Learn about imaging solutions that enhance your business - from the newest Contex scanning technology and scanning software to the best ways to manage and access your scanned drawings. This webinar provides useful suggestions for every large format industry and any large format document user. 20 minutes plus Q&A.

On Demand Videos

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Arx Digital Signatures

Click here to see flash Demos

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!

Digital Signatures for Human Resource applications

Learn how to leverage the benefits of a digital signature solution within a variety of industries, applications, business processes, and document management systems.

Using a digital signature to sign an I-9 form by a Web Application.

Click Here To See HR Demo

Attach Plus Email

Attach Plus

Attach Plus is a very inexpensive product with a lot of functionality. For as little as $49/user one time cost, you can encrypt and password protect emails, create Bookmarked PDFS with multiple documents, convert docs to PDF, Watermark documents and it can be used within Laserfiche or outside.

Click to view

Surety is one of ECS’ newest business partners. ECS now offers this service to authenticate your Laserfiche data enabling you to prove that your electronic intellectual property, legal documents, financial records and/or contracts have never been altered or inadvertently tampered once scanned.

Legally Authenticate Electronic Documents for as Little as $50/User/Year

It takes skill to forge a paper signature but altering an electronic document, image or email takes nothing more than motive and a keystroke.

Companies of all sizes can use Surety’s AbsoluteProof to safeguard important electronic business records against tampering and alteration to prove regulatory compliance, protect valuable intellectual property and ensure litigation readiness

Kofax VRS Video

Check out the new fi-6010N flash tour!

fi-6770 Product Video

fi-6670 Product Video

Fujitsu Scanners and Kofax VRS Product Videos

Click on the picture below to be taken to the self running video.

6010 6770 6670

To view all Fujitsu product videos click HERE

Tech Tips

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Power Up and

Get Connected.

Visit the Laserfiche Support and User Information Site

Resources available 24 hours a day on this Support Site.

Current Products on 8

· Client-Server

· Snapshot

· Email

· Workflow

· Audit Trail

· Records Manager

· Web Access

· Plus

· Toolkit

Coming Soon (Q2)

· Agenda Manager & Processor

· Quick Fields

· Import Agent

· 8.1 Client/Server

Getting Ready for Version 8

Quick Fields 8 Preview - New Stages of Processing

Two Laserfiche 8.1 Administrative Features

Customizing Tokens

Coming Soon - 2^nd Quarter Releases for:

§ Version 8 for Agenda Manager & Quick Fields.

§ Version 8.1 for Client/Server

Getting Ready for Version 8

At ECS we want the experience of the migration to version 8 to be painless to our customers. Upon notifying your Account Rep that you are interested in upgrading to version 8 ECS will provide a thorough analysis of the existing system to ensure the migration can be completed and with little surprises. A tech team will be assigned to your account for the pre-migration process and to review a checklist of items with your IT staff. Some of the items include:

· Identifying hardware and application minimum requirements

· Identifying read only volumes in Laserfiche

· Obtaining a copy of just the database to run through the migration at our offices beforehand

· Consulting on template fields with the new abilities in 8

Our intent of this pre-migration process is to provide a complete and successful migration from the beginning. Here are a few of the hardware and application recommendations:

Workstations

Windows XP SP2 or later

2 GB RAM or more on scan stations

1 GB RAM or more for other stations

SQL

SQL 2005

Server OS

Windows Server 2003 (Service Pack 1) or Windows Server 2008

Quick Fields 8 Preview - New Stages of Processing

NOTES: Since this is a preview, the details and appearances of certain elements may change between now and the final release. The stages of processing are included in the base Quick Fields installation, but some of the other features and processes described require add-ons.

Quick Fields 8 includes multiple stages of processing to help you configure your sessions for maximum efficiency. With these new stages, you can avoid repeating the same steps or waiting for time-consuming processes to be completed.

The three stages are

(a) Pre-Classification Processing

Processes configured in this stage run on every page of every document. It is particularly useful with multiple document classes.

Example: The City of Wonderland is processing public works requests that need to be handled quite differently, depending on the type of request. Each request has a code number in the upper right corner designating the request type. They configure the OmniPage Zone OCR process in the Pre-Classification Processing stage to read the code from each page at the beginning of the session. They then create a document class for each type of request and use the new Token Identification process in each document class to analyze the OmniPage Zone OCR tokens and assign the documents to classes accordingly. The session will run much faster than if each document had to go through an OmniPage Zone OCR identification process for every document class until it was assigned.

Pre-Classification Processing

(b) Page Processing

Processes configured in this stage run on specified pages of documents that have been assigned to a class. This was formerly the only stage of processing in Quick Fields, and was previously known as Image Processing. The name has been changed to reflect the increased support for electronic documents and page text in Quick Fields 8.

Example: B.N. Riche Financial Advisors sorts fund prospectuses, which are published as PDF documents. In Page Processing, they configure Pattern Matching to search the first page of each prospectus for information such as the type of fund and the date of the prospectus, and use tokens generated by the process to populate the folder paths and fields associated with the document.

Page Processing

(c) Storage Processing

Processes in this stage also run on specified pages of documents that have been assigned to a class, but they are applied only when the documents are stored to Laserfiche. This can help you sort and scan documents much faster, since you can apply time-consuming processes such as Optical Character Recognition at scheduled storage times.

Example: The Phoenix Clinic is scanning its patients’ hospital records from paper files. They want to generate text from them so the records can be full-text searchable in Laserfiche, but they do not need the text for any processes in Quick Fields. They configure OmniPage OCR in Storage Processing and schedule storage to take place at 1:00 a.m. when more resources are available.

Storage Processing

Strategic thinking about where to place processes in your session can result in much more efficient and productive Quick Fields sessions, so it’s always a good practice to consider the roles of the different phases and the interactions of different processes.

Two Laserfiche 8.1 Administrative Features

Laserfiche 8.1 includes many new features to help you manage and use your Laserfiche Servers and repositories. Several of those features are aimed at making administration easier and more powerful. This tip will explore two of the upcoming Laserfiche 8.1 administrative features.

Note: The following describes features for a pre-release version of the Laserfiche Server. Details of features may be changed before final release of the product.

LDAP Authentication Support

Since Laserfiche 7, the Server has supported adding Windows domain accounts directly to Laserfiche for authentication, allowing users to log in to the repository using their Windows credentials. In Laserfiche 8.1, we are expanding this authentication support to other LDAP directory services. This will allow administrators who are using non-Windows LDAP, such as Novell, to add directory users and groups directly to Laserfiche. Those users will be able to log in to their repository using their LDAP account name and password.

This support will extend to all parts of the Laserfiche Server and Client that currently support Laserfiche trustees or Windows accounts. For instance, you will be able to configure security for these directory users and groups, audit them, and assign watermarks to them. You will also be able to use them as Named Accounts with Laserfiche Rio or Avante.

Compressed and Encrypted Volumes

Laserfiche 8.1 introduces two new settings that you can use for archival volumes: compression and encryption. Volume compression decreases the amount of space that the volume takes on the hard drive. Volume encryption protects the volume by encrypting its contents on the Windows file system. An encrypted volume’s contents can still be viewed through Laserfiche client applications (assuming the user accessing the volume files has the appropriate rights), but cannot be opened directly through Windows. Furthermore, encrypted volumes can be further protected by being secured. A secured volume’s contents cannot be viewed by anyone until an administrator unlocks the secured volumes.

Volume encryption and compression are primarily intended for archival volumes, or for volumes that are being exported for transfer or for backup, as encrypting or compressing a volume also renders it read-only.

Customizing Tokens

Since this tech tip is a preview of unreleased software, the details and appearances of certain elements may change between now and the final release.

A token is a placeholder value that is automatically replaced with actual values when a document is scanned or stored in a Laserfiche repository. You can use tokens to name documents, populate field data, or define a document’s location. Some Quick Fields 8 processes return data that will replace tokens with values, such as the Lookup process, which retrieves information from a database.

In this tech tip, we will explore some of the ways you can customize the value that is returned.

Inline Regular Expressions

You can customize a token by applying a regular expression via the following syntax: %(TokenName##). Inline regular expressions can be applied wherever you want to use a token, without the need to add a Pattern Matching process to your session.

For example, Sarah needs to retrieve a name from a database and use it to populate each document’s First Name and Last Name fields. She can automate this procedure using a Lookup process. Since first names and last names are stored in the same database cell, the Lookup process will return FirstName LastName via a single token. To split the names in order to populate her First Name and Last Name fields separately, Sarah can use the following inline regular expressions.

Field	Regular Expression	Example
First Name Field	%(TokenName#<.+\,\s(.+)>#)	Would convert Doe, John to John and Smith, Mary-Ann to Mary-Ann.
Last Name Field	%(TokenName#< (.+)\,\s.+ >#)	Would convert Doe, John to John and Smith, Mary-Ann to Mary-Ann.

Note: The Pattern Matching add-on is required to use inline regular expressions.

Token Date Formatting

If a token contains a date, you can use the following syntax to change the date format: %([TokenName],”NewFormat”).

For example, Sam’s session contains an OmniPage Zone OCR process that returns a date in the following format: September 15, 1981. When this token is used to populate a Lookup process’s search value, Sam needs to use the following format: 09-15-1981. Sam should use the following syntax: %([TokenName],” MM-DD-YYYY”).