Digital Document Management within the

Public Sector

Document Management for

every department in your
Enterprise

Presented by: Charles Burton

 OBJECTIVES
• What is document management
• Outline benefits of document
management
• Describe what we are doing
• Outline organization wide needs
• IT concerns & best practices
• Pitfalls & Keys to Success
 Document Management
• Create a logical scheme for organization
of all information
• The ability to digitize your paper records
and import electronic documents
• Instantly access them from any computer
that is on the network
• Securely archive documents
• Access documents via the web
 The Benefits of Going Paperless
• Instant Retrieval
• Simultaneously share documents
• Improve Security
• Reduce storage space needs
• Eliminate document loss
• Reclaim productive time
• Increase profitability
• “Go green”
DOCUMENT IMAGING SOLUTIONS
• Handle original only once
• Occupy less space
• Less chance of lost or misplaced files
• Flexible indexing and faster retrieval
• Simultaneous access
• Full-text search capabilities
• Disaster Recovery
• Improved Security (Sox, HIPAA, Patriot Act)
• Increased overall efficiency and reduce costs
ORGANIZATION WIDE CONCERNS

• Work with existing infrastructure

• Grow and adapt to technology and
expanding needs
• Solve imaging needs for the district
• Solve the document related problems
faced by each department
• Improve public service
• Preserve the integrity of archived
documents
DISTRICT-WIDE

CHALLENGES
and
SOLUTIONS
 District-Wide Solutions
• Sales Tax
• Purchasing
• Administration & Payroll
• Risk Management
• Food Services
• Technology
• Warehouse & Textbook Depository
 DISTRICT-WIDE
• Filing cabinets occupy valuable space
Eliminate paper files and save storage space….save
12,000 plus pages on one CD
• Finding lost or misfiled documents
They are safe in a digital archive that prevents misfiling
and loss
• Need to protect confidential records
Comprehensive security prevents unauthorized access
 DISTRICT-WIDE
• Searching for and retrieving documents from
filing cabinets is a slow and labor intensive
process
You may search a folder or use the intelligent search function
• Providing concurrent access to the same folder
or document
Documents and folders are accessible to multiple users with
• less cost and greater
Managing efficiency
retention schedules
Manage your retention schedules from your desktop using portable volumes
 STUDENT RECORDS
• Protect student records (transcripts,
enrollment and testing history, and
immunization records) from damage or loss.
Imaged documents remain in their folders when being
viewed preventing lost or misplaced documents. Imaging
provides an easy way to back-up documents for off-site
storage and disaster recovery.
• Link student files with existing student
information systems
Easy integration with existing student information systems.
(e.g. Pentamation, SASSI, ARIES, etc.)
 HUMAN RESOURCES
• Search and retrieve documents from personnel
files.
Easy importing of scanned or electronic files reduces
storage and retrieval costs. Full-text search capabilities
enables you to search millions of pages instantly.

• Prevent unauthorized release of information.

Comprehensive security allows you to control access at the
file, workstation, or departmental level.
 Online Demo
WebLink
Public or search access for company personnel. Can be
embedded into an Intranet or portal application

WebAccess
Full content access to the document management via a web
browser. Allows for content manipulation without need for
software install on workstations.
 IT CONCERNS
• Work with existing infrastructure
• Supports various OS Platforms
• Open, non proprietary to adapt to future
advances and ensure future availability
• Scalable, system easy to add to and expand.
• Properly designed to minimize network traffic.
• Proven system that’s stable and maintains
data integrity
• Easy to maintain
 Pitfalls to avoid
• Plan the structure and continue to
monitor
• Meta-data mandate
• Monitor the metric’s
– Document count & storage used
– Printed paper count
– Licenses in use
• Ask all the tough questions
Keys to Success

Planning
Implementation
Training
 Thank You
Charles Burton
Charles.burton@cpsb.org
Jim Silvia
Jim.silvia@laserfiche.com
Allen Gilbert
Allen@imagetekoflouisiana.com
 Document Management
Capture Distribution
Quick Fields Client
Snapshot WebLink
Import Agent Web Access
ScanConnect Plus
Email Plug-in

Workflow Integration
Workflow Integrator’s Toolkit
Audit Trail Integration Express
Records Management Integration Express-GIS
Agenda Manager Integration Express-HTE
 ADMINISTRATION
• Assembling and distributing agenda packets for
Board meetings.
Scan the agenda packet or import as an electronic file.
Publish and distribute on cost-effective, space saving
CD’s or post to the Web or intranet.
• Need to search and provide requested
documents on demand. (e.g. board minutes,
policies & contracts.
The flexibility of full-text and customizable template searches
allows you to pinpoint your search with unparalleled speed.