ECS Imaging, Inc

July 2007 Inside this Issue

www.ecsimaging.com

Volume V

Issue VII

Web Home

News

Spotlight

Events

Webinars

Tech Tips

About ECS

Spotlight on City of Cypress and Police

Laserfiche 3^rd Quarter promotions

Using security to make documents searchable but not browsable

Congratulations Scott Allbert!

It’s official, our S. Cal Sales Manager is the new President of the board for the Greater Los Angeles AIIM Chapter. Scott has been Vice President of the chapter for the past year and now has been elected to the President seat.

Join us at the next AIIM social - Tuesday July 24^th

4:30PM to 7:30PM in Costa Mesa

Around the World in 3 hours. Taste the best Wine from each region

at Hi-Time Wine Cellars. Cost is $15 per person at the door.

Let us know if you plan to attend: sales@ecsimaging.com

Laserfiche is continuing four strong promotions through September 28, 2007.

Laserfiche Plus users can receive an additional copy for half off.

Laserfiche Plus publishes enterprise information to CDs with integrated search and viewing capabilities. Customers with Plus can buy an additional copy of Plus for half price. New Laserfiche Plus customers can buy a copy at full price and receive an additional copy of a workstation license for half price.

Laserfiche Plus at 1/2 Off: $1,897.50

Annual LSAP: $1,590

Web Access: Get a total of five (5) full user licenses FREE with any new purchase, a savings of over $2,750.

If you’re looking for the best way to expand access to documents across your entire organization, without adding IT burden, then you need Web Access. With Web Access from Laserfiche, you and other authorized users can scan, search, retrieve, create, move, rename and annotate documents just as you would with standard Laserfiche, over the Web. It deploys rapidly and includes comprehensive control of access rights.

Laserfiche WebAccess gets 5 Free Full User Licenses

Agenda Processor: Try for 30 days risk-free and save 40% off the retail price.
What’s Agenda Processor? It’s a way to simplify the agenda process even more. Agenda Processor helps you deliver agendas that take less time to prepare, approve and publish while using fewer resources. From eliminating time-consuming paper processes to speeding up workflow, it makes work easier at a price to fit any budget. With this special receive a 30-day, money-back guarantee and pay only $2,995, a $2,000 discount off the retail price.

Agenda Processor: $2,995

Annual LSAP: $1,000

One-time updates for version 6 customers

Version 6 customers with inactive LSAP can reactivate for half the current one-time update cost through the end of this quarter. Customers taking advantage of this promo can save significantly compared with other reactivation options. Other reactivation cost options are available for inactive customers with versions 5 or 7.

Promotions end September 28, 2007

All promotions require annual LSAP

Spotlight

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Nominated by

Barry Weinstein

ECS began its relationship with the City of Cypress scanning drawings for its engineering department in September of 2002. By the end of the year ECS was the cities Laserfiche VAR. Laserfiche was implemented in the Police Department as well as the City Clerks office. The Police Department was right on track with former records supervisor Marc Contreras being a huge proponent of maximizing the software’s capabilities. Mark assured that scanning and placement of police reports in Laserfiche to make available to the department. Current City Clerk Denise Basham knows that the wave of technology is present and believes that Laserfiche has all the tools required to assist the city for years to come. Denise currently has the clerk’s office scanning and storing the majority of the City's records for retrieval in Laserfiche.

Denise would like to see the development of Laserfiche throughout the city, recently bringing Antonia Castro from the engineering department to ECS’s quarterly user group held at the city of Tustin. This effort is resulting in the development of the engineering department, adding a new scanner, additional users and many retrieval stations in the near future to provide complete access to documents as needed within the department. Antonia is also going to add a scanner and full user station for the City yard. Antonia and ECS will soon be working out the details in implementation of Laserfiche and her GIS system MapGuide.

ECS is currently working with Bob Decker, preparing to scan all of the cities building permits. Once these documents are scanned and placed into the cities Laserfiche Repository, the city intends to make these records available through a kiosk in the waiting room, where permits, deeds, and other documents currently require a city employee to do manual look ups in a file cabinet, and then require a copy made for the asking party. With the new plan, the city will allow the customer to search for their document, and have it printed to a clerk’s desk, where they will then charge the citizen for their copy and provide it to them. This effort will increase productivity within the department and create some much needed space as these records currently use nine filing cabinets.

The City of Cypress has the vision! Denise and IT Director Don Casados are currently considering adding more users and retrieval licenses throughout the city as well as adding Laserfiche Agenda Manager to help them reach their goal of paperless agendas. Denise has expressed she likes how Laserfiche stays current with the technology as quick as it comes, and how ECS has been very attentive at their time of growth, making Laserfiche and ECS a powerful combination. This combination gives her confidence that her city is in good hands with her vision.

Events

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This is the event of the year that you don’t want to miss!

August 22-24, 2007

Mission Inn in Riverside, CA

Schedule and additional information at: www.ecsimaging.com/annual07.html

Sign up Today. We’re excited to present our 5^th consecutive Annual Customer Conference will be at the famous Mission Inn landmark this year. As the attendee turnout increases yearly, we’re extending our conference this year to 3 days!

Sessions Overview for Thursday Aug. 23rd

· Laserfiche 8 – New Features & Architectural Overview

Learn about new features in 8 client, admin console, server, Workflow and more! Enhancements on Full Text Search, Templates, Annotations, Recycle Bin, Real time notifications, new communication protocols and much more!

· Kofax Document Exchange and Capture Solutions

· Attach Plus Email Encryption

· Visioneer Scanners - One Touch to Laserfiche

· Plasmon UDO Archive Appliance Solutions

· Integration Solutions

· Manufacturer Reps of Hardware & Software onsite

· Customer Case Studies given by Customers

· Guest Speaker from Best, Best & Krieger LLP speaking

on E-Discovery for Records

· And much more!

Conference and Training Registration

To register for the conference:

Send your contact information to Sales@ecsimaging.com

Let us know which days you will be attending and which free Activity you would like to attend on Friday.

To register for Optional Laserfiche Institute Training and

For special hotel rates: Call us at (951)787-8768 x 103

REGISTRATION DEADLINES

We will take your hotel reservations if booked by the deadline of

July 20^th. Special hotel rates guaranteed until this date.

Webinars

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Document management 101

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

To Register click meeting time desired on the right.

Wed., Jul. 11, 2007
7:30am and 9:00 a.m. Pacific

Wed., Jul. 18, 2007
9:00 a.m. Pacific

Wed., Jul. 25, 2007
7:30am and 9:00 a.m. Pacific

One Hour to a Smarter City

Learn three best practices for getting the most out of Laserfiche. Also, learn how agenda management tools simplify the agenda creation and distribution process to help establish more efficient government and deliver better service to constituents.

Tue., Jul. 10, 2007
11:00 a.m. Pacific

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., Jul. 26, 2007
11:00 a.m. Pacific

Best Practices in Local Government: Capture, Store and Retrieve

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

Wed., Aug. 1, 2007
11:00 a.m. Pacific

Ideal Large Format Scanners

1. Large Format Scanning Made Easy

2. Take Charge of Your Large Format Data with ArchiveCenter Document Management

3. Increase CAD and GIS Efficiency with WiseImage Intelligent Raster Editing

4. Take Charge of Your Large Format Data with ArchiveCenter Document Management

Link to the various times and sessions

Tech Tips

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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

Using security to make documents searchable but not browsable

In some cases, you may wish to configure your repository so that certain users can locate documents using searches, but cannot browse to them. For instance, you may wish to allow users who access your repository via WebLink™ to find documents without seeing the details of your folder structure. You can do this using entry access scoping.

To do so, select the folder you would like to make searchable but not browsable and open the Entry Access dialog. Remove any existing rights for the group in question. Then click Add and add the group again with the scope "This entry only." Clear all rights. (If the folder inherits the browse right from a parent folder, you may need to explicitly deny the rights.)

Then click Add again and add the same group. Set the scope to "Documents only" (or "Subfolders and documents," if you would like to allow them to open subfolders from the search as well as documents). Allow the Browse and Read rights to allow them to open the document. If you wish to allow them other rights to the document – for instance, to see annotations, or modify the document – you can also add those rights at this time. Repeat for all groups whose access you wish to restrict to searching.

Template design and template security

Within reason, it is better to have fewer templates with more documents per template than it is to have many templates. This is a good idea for two reasons. First, it makes it easier and faster for users to choose which template they wish to apply if they are choosing from a list of four than from a list of twenty or fifty. Second, since the standard Template Field Search dialog only searches one template at a time, having more documents per template makes it more efficient to search based on template values, since they allow you to search more of the repository at once.

However, you may find that large templates prove unwieldy for users to use. You can use template security to display certain fields only to certain groups. For instance, if the Account Managers group needs to see the Approval fields, but the Scanner Operators group does not, you can configure template security to display these fields to the Account Managers group but hide it for the Scanner Operators group, to make the template field lists more manageable for the Scanner Operators group.

To do so, open the Laserfiche Administration Console and expand your repository, then Metadata Management. Select Templates. Select the template in question, right-click and select Security... Select Add and select the group you wish to modify. The exact way to set this up will depend on how you want to implement templates. For instance, if you wish all users but the members of the Scanner Operators group to have access to the Approval Status, Approval Date and Approver fields, you would leave those rights enabled for the Everyone group, then explicitly deny them for the Scanner Operators group. On the other hand, if you only want the Account Managers group to have access to those fields, you would remove them for the Everyone group and explicitly allow them for the Account Managers group.

Note: Because users will always belong to the Everyone group, and may belong to one or more other groups, you can use the View Effective Rights tab to view the effective rights for a particular user or group.

Expansion databases

Certain editions of Microsoft SQL Server® limit the size of individual databases. Microsoft SQL Server: Desktop Edition (MSDE) has a limit of 2 GB, and Microsoft SQL Server 2005 Express has a limit of 4 GB. (Note that Microsoft SQL Server: Personal Edition is subject to the same limitation as MSDE.)

In order to maximize the amount of information that can be stored in an MSDE or Microsoft SQL Server 2005 Express database, Laserfiche uses expansion databases. Expansion databases are secondary databases on which certain high-volume information is stored. The first expansion database is called DatabaseName_Data_1. Thumbnail data and word location information (which can, in some cases, account for up to ninety percent of the total database size) are stored on the expansion database instead of in the primary database. When the data on the expansion database nears the size limit, the Laserfiche Server automatically creates a new expansion database called

DatabaseName_Data_2. This is called “database rollover.” The main Laserfiche database, which contains everything except the thumbnail and word location data, does not roll over; if you reach the size limit on this database, you will need to upgrade.

Note: Because the full version of Microsoft SQL Server, and Oracle®, do not have built-in size limits, these databases do not use expansion databases.

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

Locations

Southern CA

3720 Sunnyside Dr. Ste.200

Riverside, CA 92506

Tel: 951.787.8768