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Index | Spotlight | Upcoming Events | ECS Product Center | LF Tips & Tricks | Contact |
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September 2006 Volume 4, Issue 9
877.790.1600
Inside this Issue · Sign up now for ECS Annual Conference · Converting MSDE DB to SQL Server 2005 Express · Last chance on ½ off Laserfiche Plus
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4th Annual Customer Conference is Right Around the Corner! We have 90 attendees registered and only spots for 20 more. Take the time now to secure your seat at our free annual conference. REGISTER NOW: Sales@ecsimaging.com (Provide your contact info) Check out all the info on our website www.ecsimaging.com/annual
Hurry! Last Chance to take advantage of Laserfiche Plus special: Half off Laserfiche Plus - Now until September 29, receive a 50% discount on Laserfiche Plus. With emergency preparedness and disaster recovery as key considerations for all organizations, Laserfiche Plus holds real value for all Laserfiche customers.
Plus Description: Laserfiche Plus publishes enterprise information to CDs with integrated search and viewing capabilities. This allows portable access on PCs and notebooks without installing the Laserfiche network client. CDs provide simplified distribution without the costs and inefficiencies associated with paper-based systems. Laserfiche Plus CDs can be distributed to mobile staff, remote offices and clients on a royalty-free basis. |
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County of Hawai’i – Office of the Corporation Council One Big Island, One County to service all.
What is the Corporation Counsel?
Departments in the County of Hawai’i that the Corporation Counsel provides legal opinions for are: Office of the Mayor, County Council, County Clerk, Aging, Civil Defense, Civil Service, Data Systems, Environmental Management, Finance, Fire, Housing & Community Development, Immigration, Liquor Control, Mass Transit, Parks & Recreation, Planning, Police, Prosecuting Attorney, Public Works, Research & Development, the Department of Water Supply and all of the Boards and Commissions that correlate with each Department. Wow! That was more than a few…
Left: Debbi Richards, Middle: Lincoln Ashida, Right: Martha Rodillas
No wonder the Corporation Counsel office needed Laserfiche to eliminate paper and time-consuming paper file searching. Since April of 2006, they have been scanning and shredding. All of their Legal Opinion files have been scanned from 1969 to 2001 on their 2 high volume Fujitsu 5750c scanners. Martha Rodillas, Project Manager for the Corporation Counsel office said, “before Laserfiche we had to go to the file cabinet and manually research the Legal Opinions. Now we can just type in the topic and find the Opinions we are looking for immediately. We can also just email them from Laserfiche to the requesting party.” Lincoln Ashida, Corporation Counsel said, “I prefer to work with an electronic file than a ‘paper file’. Our efficiency in providing answers to our clients has increased tremendously. The search and retrieval functions of Laserfiche have proven outstanding and provided immediate responses. We are enjoying the benefits of a great product.”
Work Control Orders are requests from all the county departments for legal advice. After the Work Control Orders are scanned, they shred the files. They were able to eliminate file cabinets and then donate the file cabinets to a local high school that had lost theirs in a recent fire.
Active files are still handled on paper and they are anxiously awaiting the benefits of using Laserfiche Workflow and Weblink to streamline their process. For example, if the Council Chairman has a question on the no-smoking ban;
1) Council Chairman sends a memo or email to Martha. 2) She scans or uses Snapshot to file into Laserfiche. 3) She assigns it to one of the 13 attorneys. i.e. Lincoln Ashida 4) Then she lets the attorney know they have a new request to review. 5) Once the case is closed, she manually moves the electronic document to the closed files section of the database.
When they have the Laserfiche Workflow and Weblink this is how this same process would work instead. 1) Martha would scan or Snapshot the requested item. She would choose to assign it to Lincoln (or other Attorneys) with a drop down field in the template. 2) The document would automatically be routed to Lincoln’s folder with an email notification being sent to him. In the Email would be a hyperlink to the document accessible via Laserfiche Weblink. 3) Once the case is closed Martha or the Attorney could place the closed date in the Laserfiche template and the Workflow would move it to the closed file.
Other County Departments are anxious to enhance the processing of internal paperwork for everyone. Currently departments are saving the same documents in multiple places whereas the sharing of files on Laserfiche will eliminate this duplicated effort and storage space. This is really just the beginning of electronic document management for the County of Hawai’i.
ECS Imaging and Laserfiche were invited to speak at the 4th Annual Statewide Municipal Attorneys Conference at the Hilton Waikoloa Village on the Big Island of Hawaii September 13-15, 2006.
From ECS Imaging - Jim Pappas-CEO and Debbi Richards- VP spoke on the benefits and usage of Laserfiche. Hedy Aref – VP of Vertical Markets for Laserfiche spoke on Document Management trends and usage in government.
“Hawaii is a very important milestone for Laserfiche and ECS Imaging, Inc. We see this as a unique opportunity to utilize the knowledge and experience that Laserfiche and ECS have earned through the many installs and supported accounts. Hawaii benefits from our knowledge and we benefit from the counties unique way of doing business. Our visit was informative and definitely the warmest greeting anyone has received. Mahalo! (Thank You)” Jim Pappas, CEO
“Aloha! We had a wonderful time at the conference. I can’t say enough about how kind and thoughtful are the people of Hawaii County. A special thanks to Martha and Lincoln for making our stay marvelous. Mahalo!” Debbi Richards, VP
We know many of our customers would like to do a site visit to the friendly County of Hawai’i, so start requesting your travel budget now. Maybe ECS needs to have our Annual Conference there in 2007. Anybody interested? Seriously, you can send your response to debbi@ecsimaging.com.
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User Meetings & Shows
AIIM Los Angeles Chapter The Rules, the Tools, and Change Management
ECS Annual Customer Conference Join ECS Imaging this year at the User Conference for a full-day of training, demonstration, and networking. We’re excited to introduce our new industry partners and new integrations with Laserfiche. Already over 90 people have registered. Don’t miss out, sign up today!
CLEARS Conference – “In the Mix 2006” California Law Enforcement Association of Records Supervisors – 2006 Annual Training & Technology Seminar
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Laserfiche Webinars
Laserfiche Agenda Manager 7.1 (Register) Discover the latest features offered by Laserfiche Agenda Manager 7.1 Wed., Sep. 27, 2006 Thu., Oct. 19, 2006 Wed., Oct. 25, 2006
Laserfiche and GIS (Register) This session covers integrated document management and GIS solutions. In conjunction with ESRI software, the session explores trends, analytics and practical applications that reveal the value of integrating document management and GIS. Thu., Oct. 26, 2006
Interoperability & Local Government (Register) Learn how integration maximizes data-sharing between Laserfiche and your other applications to improve information accessibility in support of your public service and security goals. Wed., Sep. 27, 2006 Fri., Oct. 20, 2006
Document Management 101 (Register) Learn how digital document management helps you find files faster, reduce storage space costs and improve information security. Thu., Sep. 28, 2006 Wed., Oct. 11, 2006 |
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ECS Services
Come check out all these solutions listed below and more under one roof on October 3rd at the ECS Annual Customer Conference.
Kofax VRS VRS 4.1 Professional upgrades the capabilities of VRS Basic, adding robust image enhancement features that further reduce the need for manual intervention in the scanning process. VRS 4.1 Professional can make even difficult-to-read or damaged documents legible, auto-rotate documents to the same orientation, and automatically switch between color and black & white modes without adjusting the scanner’s settings.
Kofax Capture Ascent Capture automates information capture from scanned paper or imported electronic documents. Based on criteria you define, the entire document or extracted data is digitized, then routed to Laserfiche, a third-party database, or the next step into your business workflow. Powerful recognition engines and image enhancement features ensure accuracy, reducing or eliminating the need for manual entry and oversight. Some of the features included are: Zonal OCR, Barcode recognition, ICR, forms processing & registration, and OMR.
Kofax Ascent Capture for Invoices (Advanced Forms Processing) Ascent for Payables makes any organization’s Accounts Payable department more efficient and cost-effective by providing tools to automate manual processes, controls to prioritize workflow, and compatibility with virtually any business software application. It converts mounds of paper invoices into actionable digital data that’s far easier for AP departments to locate, validate, process, transfer and store.
Kofax Adobe LiveCycle Barcoded Forms LiveCycle® Barcoded Forms software automates the capture of user-supplied data from printed and faxed forms through proven 2D barcode technology. It effectively unites the convenience of fill-and-print Adobe PDF forms with fast and efficient electronic processing using convenient design and decoding technology. With Adobe LiveCycle Barcoded Forms, organizations can publish interactive and intelligent 2D barcode-enabled forms on the web or deliver them by e-mail or CD. End users complete their forms digitally in free, cross-platform Adobe Reader® software and can submit them electronically, by fax, or by mail.
Attach Plus Laserfiche Email Encryption Dramatically improves the way businesses send e-mail attachments by encrypting emails, reducing the time and complexity it takes to PDF, ZIP and password protect attachments.
Attach Plus adds a button to your e-mail application's "Select Files" dialog window. From the "Select Files" window you can attach the file "as-is", convert it to an Adobe Acrobat PDF or compress it into a ZIP file. On the same screen you can secure the file by selecting a password and choosing only the pages you want and attach. It's that easy, efficient and secure!
RTL – Check scanning and remittance processing solution RTL is a Total Payment Processing Solution
provider. RTL In-House Remittance Solutions, Lockbox Services, E-Payment
Services (ACH, Check 21, etc.) are utilized by a variety of organizations
throughout different industries throughout the United States and Canada.
Granicus - Laserfiche Integration Available The goal of this integration is to provide Granicus users with ability to transfer data prepared using Laserfiche’s AgendaManager software into Granicus’ MinutesMaker system, so that users can realize the full benefits of both systems with minimal additional effort. Simplicity is a key objective, both in terms of the user experience, and in terms of the underlying mechanisms involved. |
ECS Partners
Document Management Software
Visioneer and Xerox Licensed Scanners
Kofax Ascent
LiveCycle Barcoded Forms
Kofax Virtual ReScan (VRS) Recommended on every scanner
Fujitsu Scanners
2-way Integrations with ESRI products and Laserfiche client and web products
Integration with Granicus and Laserfiche Agenda Manager
Laserfiche E-Mail Encryption
Court Case Management
Check Scanning & Remittance Processing
Large Format Scanners
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Converting a database from MSDE to Microsoft SQL Server 2005 Express Laserfiche Team 7.2 is compatible with both Microsoft SQL Server 2000 Desktop Edition (MSDE) and Microsoft SQL Server 2005 Express Edition. SQL Server 2005 Express has a larger maximum database size – 4GB, as opposed to the 2GB limit imposed by MSDE – and does not add wait times to database operations when there are many concurrent connections. If you are using MSDE as your database engine, you can upgrade your Microsoft SQL server to Express once you have upgraded to Laserfiche 7.2. (Note that your upgrade to Laserfiche 7.2, including repository update, must be complete before you attempt to upgrade your database to SQL Server 2005 Express.) When SQL Server 2005 Express has been installed, it will upgrade all attached MSDE databases. To update
a database from MSDE to Microsoft SQL Server 2005 Express:
The
backup procedures for the database will need to modified when you upgrade to
the new Microsoft SQL Server 2005 Express. The new database with SP1 no
longer has an agent running, so a batch command will need to be setup. Please
let us know if you are planning to move to this version so we can assist you. |
Free for all Laserfiche Users with current LSAP.
Current Versions: § Client-Server 7.2 § Plus 7.2 § WebAccess 7.2 § Quick Fields 7.1.1 § Agenda Manager 7.1 § Audit Trail 7.1 § Email (Mapi) 7.1 § Integrator’s Toolkit 7.1 § Scan Connect 7.1 § Import Agent 7.0.1 § Integration Express-H.T.E 7.0 § Snapshot 7.0.2 § WebLink 7.0.4 § Workflow 7.0 |
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Customizing the Search Interface in WebLink 7 Most of the parts of a WebLink page are pre-coded elements called controls. You can edit the properties of these controls to change the way the Web page behaves and appears. For instance, you can customize the search options that are displayed on the search page by default, and can determine whether users will be able to customize their searches. Warning: As with any customization, be sure to back up your original WebLink files before you start, so that you can replace them if your customization causes problems. Set up a separate WebLink website or a separate server for editing and testing WebLink customizations. Any changes you make to a WebLink file will take effect as soon as you save the file, so you should always test the changes first before applying them to your main WebLink site.>>> To begin customizing your WebLink Web site, browse to the Web Files directory within the folder to which you installed WebLink. By default, the Web Files directory will be located at C:\Program Files\Laserfiche\WebLink 7\Web Files. Open the file WebLink7.vbproj in Microsoft Visual Studio and save the project as a solution. You will now be able to edit the files that make up the WebLink website.
Changing the default width of images in WebLink 7.0.5 In
WebLink 7.0.5 Laserfiche documents open with their width equal to the width of
the toolbar by default. You can change the width to which document
images open by editing the properties of DocView.aspx.
Note: If you select the wrong part of the page, you can select TheImageDisplay from the list at the top of the Properties dialog.
The image
will now be displayed at the new width to all users of your WebLink Web
site.
Viewing electronic documents in WebLink 7.0.5 In WebLink 7.0.5, you can choose whether you want electronic documents to open in their native applications by default, or whether you would prefer to open them through the Document Viewer. Opening electronic documents in their native applications will launch them immediately, while opening them through the Document Viewer will allow you to view and edit the documents’ metadata. By default, WebLink 7.0.5 will open electronic documents in their native applications.
To customize the way electronic documents will be opened in WebLink 7.0.5, click My WebLink at the top of your WebLink Web site. In the left pane, select View Document Options. Under Open images using, select The associated application to open electronic documents in their native application, or Standard document display to open them as pages in the Document Viewer.
Note: If you open an electronic document in the document viewer, and if there are no text or images associated with it, the user will be provided with instructions for downloading the electronic file.
Linking directly to PDFs of documents in WebLink You can create a link that will automatically open a document in WebLink 7.0.5 as a PDF. To do so, append &openpdf=true to the end of the URL. For example, to link to a document whose URL is http://www.myweblinkpage.com/DocView.aspx?id=2510 so that the document will open as a PDF, you would use the URL http://www.myweblinkpage/DocView.aspx?id=2510&openpdf=true.
Note: Direct PDF linking will only work if the user attempting to open the link has the Export feature right, and if the document has TIFF image pages. It will not work if the repository is set up to audit PDF export.
Using cover sheets with Laserfiche Quick Fields You may wish to store information about a particular document in Laserfiche that is not actually on the document itself. For instance, you might want to file all reports of a particular type in one location, but the documents themselves might not list the report type in a consistent location. Or you might want to record the date of receipt of a particular document, even if that date is nowhere on the document itself. You can create standardized cover sheets for your documents, and then configure Quick Fields to automatically extract the information from those cover sheets and use it to file the document or store template information without needing to re-enter the information. If you do not want to keep the cover sheet as a permanent part of the document, you can even configure Quick Fields to discard the cover sheet at the end of the process, so that it is not imported to Laserfiche.
The exact format of your cover sheets may vary. You could create a set of cover sheets with pre-printed information and use them to separate the sheets. For instance, if you commonly scanned loan applications and credit reports into your repository, you could pre-print a set of cover sheets with the words "Loan Application" and a set of cover sheets with the words "Credit Report." You would simply need to slip the cover sheets on the appropriate documents and scan them in. If these terms were in standardized places on the form, you could use a Zone OCR process to 'read' it and handle the two document types differently. Alternately, you could use bar codes with the Bar Code Plug-In to 'brand' a bar code on the cover sheet. The bar code process could then read the information from the bar code and use that to process the documents. Once the document has been processed and all relevant information has been read and stored from the cover sheet, you can use the Page Removal process to delete the page. This will prevent it from being sent to Laserfiche with the rest of the document.
Steps involved in converting from existing DMS to Laserfiche For conversion from another document management solution (DMS) to Laserfiche, several things need to be taken into consideration.
The first is imaged documents. Laserfiche works with TIFF images, so if the existing images are in the TIFF format, it will be easy for Laserfiche to import them. If the files are not in the TIFF format, then several strategies are available. Image files can be converted to TIFF images, or perhaps the existing DMS can export or “check out” the document images in TIFF format or another format that can be converted.
The next factor to consider is electronic documents. Laserfiche deals with these in their native formats (such as .DOC or .XLS), so ensuring the file format has not been changed is important. If it has, exporting them to the correct electronic format will be necessary.
Finally, the metadata must be extracted. The metadata will be used to file (folder structure) and index the documents (template fields) and may be used to name the documents as well. The method of extraction depends on how the metadata is stored. For data stored in a standardized database (Access, SQL Server, Oracle, etc.), extraction is straightforward. If it’s in some kind of proprietary database, access to the API or an export utility from the system developer will be necessary. If neither of these is available, there is still hope, as there are resellers who specialize in conversions to Laserfiche. If it’s in an open but custom format, such as XML, some kind of translation tool will need to be developed. Once the metadata is extracted, you have to identify a link between the data and the exported documents, such as file or document names.
Quick Fields is a tool that will help with the conversion
once documents and metadata have been extracted from the previous DMS.
Real-Time Lookup will utilize the metadata to name, file and index the documents.
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877.790.1600 |
Southern CA 3720 Sunnyside Dr. Ste.200 Riverside, CA 92506 Tel: 951.787.8768 Fax: 951.787.0831 |
Northern CA 4737 Imhoff Pl Unit 1B Martinez, CA Tel: 925.370.2456 |
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