When To Scan?

ConqueringThe PaperMountain

Who We Are

John Otto, Account ExecutiveSteve Young, Vice President Sales

What We Do

Document Management Consultation System Sales, Design and ImplementationDocument Conversion Services

Our Customers

Presentation Agenda

The Business Case For Document Management

Additional Driving Factors in K-12

Developing A Plan For Getting Started

Enterprise Document Management (EDM) is the effective capture, organization, storage and control of scanned documents and digital files.

EDM has applicability to ALL educationPublic, independent and charter K-12 Schools, Intermediate Units (ESAs) and Board of Education (BOE)

6Why Organizations Implement EDM

Improve Service Levels Via Rapid Access To Documents

Improve compliance

Lower overall operating costs by reducing filing, printing and storage costs.

Eliminate space consumed by records storage

Provide document security and a sound strategy for Disaster Recovery

Whats The Problem?

K-12 Schools Face the Same ProblemsMeeting federal and state compliance mandatesImprove student performance and teacher qualityProvide security and procedures around contentBeing seen as progressive with technology to reduce costsIntegrating core student information systems with instant recall to paper-based, multi-media or electronic documentsCompeting with independent and charter schools for enrollmentCompeting for state and federal NCLB subsidies

Doing more with less

9Whats The Problem?

Inefficient Paper Based SystemsDocument Retention RequirementsHigh Cost of Filing & StorageConstantly Growing Volumes Hard to Access Needed Documents

Education Applications - Paper-based processes

Student records Special education recordsTeacher credentialingActive student filesTesting program recordsHuman resources Finance and accountingA/P and ReceivablesCurriculum knowledge bank

TranscriptsIEP (individual education evaluation report)School board minutesNCLB procedures and documentationPortfoliosSchool and staff development plansContracts and warranties

Whats The Problem?

Family Education Rights & Privacy Act (FERPA)CT Document Retention RequirementsNo Child Left Behind (NCLB)The Public Records Act

Retention Examples

Student Records:Academic Achievement (Grades/Transcripts)Attendance RecordsRecords of ImmunizationBasic Biographical InformationRetention Requirement :50 Years After The Student Leaves The School District

Retention Examples

Personnel Records: Employment ApplicationsBackground SurveysMedical RecordsDisciplinary RecordsHealth Benefit Election FormsRetention Requirement: Duration Of Employment Plus 30 Years

Retention Examples

Fiscal Records:Bank StatementsBills PaidLedgersPurchase OrdersPayroll RecordsRetention Requirement :3-6 Years or until audited, whichever comes later

Retention Requirements

Policy on Disposal of Original Public RecordsThis Office will approve disposal authorizations for original public records reformatted on a computer based digital imaging system only if the original records have an approved retention period of ten (10) years or less.

The Public Records Administrator may approve the disposal of original public records having a retention period of more than 10 years or as having permanent/archival value and reformatted on a digital imaging system if the agency also retains a security copy of the record in a human-readable storage medium approved by the Public Records Administrator, and the security copy is maintained in an organized record-keeping system

Source: CT State Library - Standards for the Use of Imaging Technology

Retention Requirements

"Human-readable storage medium" means paper, a photograph, a photocopy, or a microform, including, but not limited to, microfilm, microfiche, computer output microfilm, and aperture cards.

When To File Digitally?

Documents with less than a 10 year retention requirementIf you must keep a human-readable security copy of certain document types, why would you store them digitally?

Access & Sharing How often are documents retrieved?How many people need the documents?What is the time and cost to retrieve documents?(e.g. off-site storage typically charge $15-$22 to retrieve and deliver a file.)How quickly do you need a document (seconds or days)?

The Power of Document ManagementIn a Price Waterhouse (now PWC) study searching over 10,000 documents for a specific topic, author, and data rangeElectronically, the same search took 4.5 seconds and found 20 documents!Manually, paralegals took 67 hours and found 15 documents.

The Case for Enterprise Document Management

The way it isStaggeringly, in the information age:

90% of documents handled daily in the workplace are STILL ON PAPER!

21Not to mention15% of documents are misplaced.

30% of the work day is spent searching for information.

Source: Association for Information & Image Management (AIIM)

22The Case for Document ManagementSource: Inc Magazine

What Enterprise Document Management Systems Can Do For You?Easy capture of files, records and administrative documents in electronic formConversion of archived records to electronic formRapid and secure access to recordsSecurity model to ensure privacy and integrityDisaster Back Up

The Benefits Of Enterprise Document Management Systems?Reduction in administrative man-hours caused by automation of records captureElimination of physical storage costs and free up valuable school real estateImprovement in service levels for students, parents and school personnelImproved Regulatory Compliance

Cost Reduction

Labor Productivity

How many people file and retrieve documents a day?How much time is spent filing?How much time is spent retrieving?

Would improving their productivity be important?Cost Avoidance - Are you seeing a need for more people to manage records?

Cost Reduction

Labor Productivity Example:

5 People Spend 2 Hours/Day - Filing & Retrieving = 50 Hours

At $20/Hour X 52 Weeks = $52,000

Barriers To Adoption?

Tradition

Perceived high costs

Restrictive budgets

Perception of adding work

Effort to define the policies for document types

Capture - Simplified Scanning

Many MFPs already in useCost Effective Document Scanners

Highly automated labeling

Use of Bar Codes

Integration To Student Information Systems(e.g. SASI)

The Case for Document ManagementSave time by reducing filing and retrieval efforts.

Save filing space, reduce paper and paper storage costs by reducing your paper-based files.

Reduce copying costs. Eliminate shadow filing systems.

Reduce mailing/distribution costs by sending documents via email or via web access

Improve document security and compliance New Driving Factors in K-12 Education for Enterprise Document Management (EDM)

31Solutions for K-12 EducationAdministrative Back Office:Human ResourcesFinance and AccountingStaff records Government Programs:School lunch programsTesting programsStudent Records:Capture new and archived recordsSpeed of carePortability of recordsFERPAePortfolio

Curriculum: Teaching & LearningCapture complete student portfoliosLooking at student workBuilding a knowledge bankSchool-district wide:Parent, Student, Staff Web-Self-ServiceSecure, confidential records repositorySingle content management backboneSingle administrative workflow Compliance audit trail

32Workflow Automation

Workflow AutomationHuman resource credentialingState licensesEducation transcriptsCEUsInvoice capture and approval routingRecords management and retentionIEP approval routingGraduations, transfers and withdrawalsEmployment and retirement services

33Forms Management

Forms ManagementMost all schools use the same formsReduce need for 3-part forms and printingAuto storage of form into the EDM systemDigital signature by student or parent34Integration

Student Information System (SIS) integrationInstant recall of documents from SIS screenPearsons SASI product 40% market sharePearsons PowerSchool product newer version of SASICIMS (accounting app from Pearson) widely usedSungards eSchool Plus (also mfg Banner for higher ed)35Self-Service Web Portal

Seen as progressive with technology

Access school documents from anywhereComply with Public Records ActStudent, parent and teacher portal for projects, homework, curriculum, notices, transcripts, report cards, etc.36Compliance

Compliance and SecurityGranular security modelImportance of FERPA compliance on student recordsMaking some information available to the public to comply with Public Records ActNo Child Left Behind (NCLB)37K-12 Education Solutions Montgomery County Public Schools (MD)

Problem: Management of over 400 district schools and hiring of 100+ teachers per year Workflow: Managing student records: (graduates, withdrawals 10,000/year)Employee retirement services: staff retirement & death noticesHuman Resources: high security of staff documentsAccounts Payable (AP): Retention management of all AP docs and lack of proper AP payment approval cycleIntegration: image integration with Lawson within AP

38K-12 Education SolutionsSolution:Records ManagementCentral records management: using a web portal student records are scanned and viewable via web browserFERPA compliance of student records using audit trail and system security modelRouting and notifications of graduates and paperwork processing to next schoolAccounts PayableIncrease efficiencies in payment cycle by implementing Inflo and ApproveItImage enabling and bi-directional integration with Lawson

39K-12 Education SolutionsOrange Township Public Schools (NJ)

Problem: Tracking teacher and education staff credentials

Solution:The HR department scans in associated paperworkSystem process monitors control table (employment requirements)System generates an exception email notification What licenses or requirements are missingSystem auto-generates a Word mail merge letter to each staff member without proper certification

40K-12 Education SolutionsMilford Public Schools (CT) Problem: Access To Student Transcripts traditionally archived on Micro-FicheConcern about disaster back-up strategy Solution:Scanned 2 years of student transcriptsWeb access from high school guidance departmentsDatabase backed-up

41Department of Education (DOE) Grants that have Applicability to Content Management and Associated Components42US DOE GrantsFind funding for schools, LEAs, SEAs and other educational institutions

In 2007, Department of Education appropriated: $12,838,125,280Source: http://www.ed.gov/programs/titleiparta/funding.html

Available grant programs by title: http://www.ed.gov/programs/find/title/index.html

43Applying for a GrantMake it easy to pay for your document management project with a grant

Apply for grant electronically at grants.gov: http://www.grants.gov/applicants/apply_for_grants.jsp

Tutorial on how to submit a grant package: http://www07.grants.gov/images/Application_Package.swf

More info on grant application process: http://www.ed.gov/policy/fund/guid/transition.html

44Here are 2 specific grants that can fund Enterprise Document Management (EDM)45DOE GrantsRegional Educational LabsProgram Type: ContractsAlso Known As: Regional Labshttp://www.ed.gov/programs/regionallabs/gtepregionallabs.pdfProgram Description Laboratories conduct applied research and development, provide technical assistance, develop multimedia educational materials and other products, and disseminate information in an effort to help others use knowledge from research and practice to improve education.EDM can store all content specific to researchAppropriations in 2006: $65,469,69046DOE Grants - Arts in EducationCFDA Number: 84.351DProgram Type: Discretionary/Competitive GrantsAlso Known As: Arts Demoshttp://www.ed.gov/programs/artsedmodel/gtepartsedmodel.pdfFunds must be used to: Further the development of programs designed to improve or expand the integration of arts education in elementary or middle school curricula;Develop materials designed to help replicate or adapt arts programs;Document and assess the results and benefits of arts programs; andDevelop products and services that can be used to replicate arts programs in other settings.EDM used to store and automate assessments and ePortfoliosAppropriations in 2006: $13,645,253

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Developing Strategies for Effective Enterprise Document Management Systems

Examine your business processes and target 2-4 high impact areas for improvement.

Outline your objectives; reduced storage, labor or distribution costs of documents. Improved efficiency within current business processes.

Quantify the expected cost savings from these changes

Getting down to businessLook to maximize these returnsHow much can you save per month or year on clerical staff? Can you avoid new hires through increased efficiencies as you grow?Can you re-deploy existing staff to other value driven areas?

Can you reduce or eliminate off site storage and its costs?

Can you reduce or eliminate printing, copying, mailing and/or overnight shipping charges?

Dont stop there

Ask yourself the tough questionsWhat would be the consequence if you lost a large number of documents due to a disaster? What would it cost to re-create a catastrophic loss of records?How long would it take to resume normal activities?

What to Manage?

When to Manage?What you manage and when you manage it will largely determine the Return on Investment you realize with your initiative.

Look to capture documents earlier in the document lifecycleManaging documents in electronic format from creation to archival provides the greatest benefitsFirst Rule to Success55If documents are captured upon creation there is cost avoidance associated with printing, scanning and indexing. (i.e. electronic reports, word documents, emails, spreadsheets)The potential to lose documents or misfile them is also eliminated. Collaboration can begin immediatelyChanges in operational processes need to managed carefully and introduced gradually.

Focus on the high impact areas of investment return before you begin to automate the process or expand into areas that represent less dramatic gains.Dont permit a radical change in operational processes to radically affect your ability to conduct businessSecond Rule to Success56People respond to change poorly unless it is managed correctly. Choose your first targeted area carefully and make sure you have the right person in charge of the project.Make sure you have the buy in of the individuals by empowering them in the design process.Ask users to suggest other applications where the solution can bring benefit.The effort required to Capture documents will determine whether your initiative succeeds or fails.

Properly size scanners to meet your needsMinimize manual data entry requirementsUtilize Bar Code Recognition, OCR or ICR whenever feasibleLink index data to data already available in other applications.

Third Rule to Success57Immediate access to information is the payoff with EDM dont allow the capture process to diminish your return or worse yet create a bottleneck in your workflow.How easy the application is to access will determine its level of adoption.

Make access points easy for end users to findMake the interface easy to understandIntegrate with existing applicationsConsider Web based access or Terminal Services for remote and home office users.

Fourth Rule to Success58Avoid making users leave their primary application to go looking for documents. If they can run searches without changing screens adoption of the solution is almost immediate. Examples of Primary Applications are: Outlook, Accounting/ERP, CRM, Case Management (legal), Patient Care (medical), Financial, Loan Origination Packages, Title PackagesThe level of Investment Returned will be inversely related to your level of satisfaction

Dont stop with the initial success - Look for other applications to improveRevisit applications that were initially not ranked as critically importantExamine work flow applications for possible automation

Fifth Rule to Success59Continued, long term success is achieved through periodic re-examination of your business processes. You have already made the investment in a solution so make sure you maximize your investment by utilizing the solution to its fullest Carefully examine what you want to manage and when you will manage it in the document life cycle.

Manage change carefully to ensure success.

Minimize your capture efforts to maximize ROI and to eliminate bottlenecks in your workflow.

Periodic re-examination of your operational processes will lead to expanded returns and growing efficiency.

To RecapThank You! John OttoSteve Young 203-789-8791 X 121 203-789-8791 x 112jotto@infinet-sys.comsyoung@infinet-sys.comQ&A