LincDoc Solutions - eForms for Laserfiche

Darren Mathis, CEO, LincWare, LLC

Is this you?

“We have HUNDREDS

of forms”

Examples - City Websites

Boston - 44

Cleveland - 53

Milwaukie - 58

Rochester - 31

Step 2 – Cities need to enable web completion & submissionStep 1- Cities made forms (PDF) & instructions available websites

Forms & Publications

Des Moines - 48

City Dallas – 100+ City Oklahoma – 30+

City of Los Angles – 57+

City of Greensboro - 46

Forms SoupAmusement and Gaming Device LicensesBingo/Gaming/Racing/WageringBlock PartiesDog License InformationFestival/Carnival/Event ApplicationFOIL ApplicationMarriage License InformationMarriage Research ApplicationNotice of ClaimsParades/Runs/WalksPeddlers/Vendors/Solicitors ApplicationSound Amplification ApplicationHandicap PermitsSporting License InformationPassport Application FormPassport Renewal FormPassport Renewal FormSTAR Program Application (Basic) (RP425)STAR Program Application (Enhanced) (RP425)Senior Exemption Application (RP467)Veterans Exemption Application (RP458A)Veterans Exemption Instructions (RP458A-Ins)Cold War Recognition Certificate ApplicationHome Improvement Exemption Application Environmental Protection Overlay District

(EPOD) Development PermitSign Posting Request

Building Permit ApplicationBuilding Permit RequirementsBuilding Permit FeesCode Enforcement Complaint FormCounty HIP Application, Part 1County HIP Application, Part 2Demolition Permit RequirementsTemporary Event Advertising and SignageRental Registry ApplicationRental Registry FeesCE-200 Form (apply online only)Alarm PermitsFlag Donation or Discard FormJuly 4 Arts and Crafts Show ApplicationJuly 4 10K and 2K Race Entry ApplicationJuly 4 New Food Vendor QuestionnaireJuly 4 New Commercial Vendor QuestionnaireCemetery RegulationsCemetery Fee ScheduleCamp Eastman Rental ApplicationPark Application for UseCommunity Center Craft Sale Application Home Occupations ApplicationGrievance Application (RP524)Instructions for Filing a Grievance (RP524-Ins)How to File for a Review of Your Assessment – A Guide for Property Owners

Where are you today?

0 = No eForms capability today

1 = Scanned eForms are stored electronically

2 = Paper forms are downloadable from web

3 = eForms can be processed over the web

4 = eForms guide the user for valid data entry

5 = eForms meet 4 and are integrated with LF

Problems with Paper-based Forms• Time consuming

• Labor intensive

• Data entry Issues

• Version control

• Trapped data

“We have HUNDREDS of forms”.

“We spend majority of time correcting forms or ensuring all appropriate fields are completed”.

eForm Solution – Ideal State – 3e’seasy – Person Completing Form

effective – Form Data Collectionefficient – Form Processing

• Access• Complete• Conduct Business

• All the “appropriate” fields completed• Fields completed correctlyw/text, and/or numbers, & allnumbers,• Minimal form rework by people /staff who receive it.

• Routing and approval process• Placing eForms in a Doc Mgnt system• Integrating form data in Doc Mgnt system for later use.

OrganizationForm Originator

John Doe123 East MainNowhere, ON, 23214

Paper formReceive Prepare Scan OCR/Fix

Errors

Scanning documentsData entry errorsException processingManual indexingLost documents

Archive

HandDeliver

Mail

Locating DocumentFilling out documentsValidating documentsCorrecting documentsCollecting Fee Routing documents

Extensive Labor Costs

Handwritten forms

Internet

Constituent Confusion?

What are the costs?Customer Workshop – Cities Western, NY

Permit Application:

• 20 per day or 400 per month (Average)

• Steps for processing – Form Life Cycle– Locate paper form ? minutes– Fill out “ “– Validate/Correct “ “– Calculate and/or processed payment ? minutes– Printing “ “– Internal routing & approvals “ “– Tracking ? minutes– Final Input into Laserfiche

Total Time?

• 20 minutes per form

• Fully loaded labor rate of $30.00/hr

Total cost - 400 permits in a single Month?

$3,482.00/month $41,784/year

Enter…

InternetLincDoc

Dave Jones

68 West Ave

Pittsford

NY

14566

Confusion Reviewed

1 Question drives it all!

Confusion Eliminated!

LincDoc Web Interface

End UserCompletion Support

• Pull Down Menus

• Calendars

• Field Help

LincDoc Web Interface

End UserCompletion Support

• Identifies & Highlights Areas That Must Be Completed

Required Fields

LincDoc Web Interface Data – Added To Form

Completed Form• Emailed to Originator

• Emailed To Approver

• Sent To File Location

• Copy Sent To Laserfiche

Document – Added To Laserfiche w/ Template Data

Travel & Expense Form

LincDoc eForm Solution – Ideal State – 3e’seasy – Person Completing Form

effective – Form Data Collectionefficient – Form Processing

• Access• Complete• Conduct Business

• All the “appropriate” fields completed• Fields completed correctlyw/text, and/or numbers, & allnumbers,• Minimal form rework by people /staff who receive it.

• Routing and approval process• Placing eForms in Laserfiche• Integrating form data in Laserfiche for later use.

0,1,2,3

4,5

• Time consuming• Incomplete forms• Data locked in

paper• No integration with

Laserfiche

• No touch forms• Validated forms• Access to data• Full integration with LF

Next Steps

Identify Form For Consideration

Biggest Headache Form? … Why?

• Number of forms processed?

• Employee process time?

• Number of fields in form?

• Form initiation (Constituent or Employee)?

• Need for integration with other data?

• Routing & approval process?

• Complexity of form? (difficulty of information, errors, etc.)

• Urgency to input into Laserfiche?

• Due to … another reason?

Signatures

Signature - Solutions

Click Wrap

Electronic

A party simply clicks an "I accept," "I agree," or similar icon to signal acceptance of the terms in the click-wrap agreement.

A electronic symbol (e.g., a graphic representation of a person signature in JPEG file), attached to or logically associated with a record, with the intent to sign the record.

Takes the concept of traditional paper-based signing and turns it into an electronic "fingerprint.” This "fingerprint,” or coded message, is unique to both the document and the signer and binds both of them together. (Standard Electronic Signatures)

Digital

Electronic Digitized handwritten signatures are captured with special pen-and-tablet systems that converta user’s signature accurately into pen events or a summary image.

Cost & Security

Signature - Requirements

Needs / Wants

Process, Codes, Laws

Organizations / departments have needs and requirements based on individual situations.

Organizations most comply with long standing process & procedures, city, county, state and federal codes, mandates, and/or laws.

Organizations have to consider the financials associated with implementation of expensive solutions for the type of documents involved.

$ Afford $

Security Organizations have security requirements depending on the implications and impact of forged signatures, i.e. financial, judicial, etc.

“We always done it this way”.

Signature – Match Need / Solutions

Match RequirementsWith SolutionsConsidering

------------• Likelihood forged signature• Impact forged signature• Current paper forgery situation

Signature – LincDoc Examples

Click Wrap

Active Directory

Signature – LincDoc Examples