Where is Your Focus Going to Be This Year?

By | Education | No Comments
 Sourced from our systems partner © 2018 Upland Software, Inc. – All rights reserved.
Educators know it: paperwork is frustrating, and it takes a lot of time to maintain – time that could be spent focusing on students. Why not make your systems work for you by incorporating File Bound to empower faculty and staff with immediate, organized access to the information they use every day?

How it works.

FileBound pairs with your district Student Information System and enables staff to quickly find, update, search, and maintain the slew of student paperwork. Ensure records are complete, version history is maintained, and degrees of access are controlled through comprehensive permissioning and rights.

Comprehensive Authorization. Split access to a student’s cumulative folder allows you to control the degree of access that teachers and staff are granted. Sensitive information such as health records, disciplinary files, or court documents are restricted by permission. Access to general student information can be granted to all users as needed.

“Before FileBound, we had stacks of paper halfway up the wall. Today there is no paper!” ―DeSoto County Schools

Easy to Manage. FileBound allows your district to retain all active and archived student records, per state laws, in a single, organized, easy-to search document library. Easy access enables faculty to quickly respond to requests, uncover incomplete files, and ensure records are compliant and audit-ready.

“Each student’s cumulative folder contained so many documents, forms and even handwritten notes. It took staff forever to manually collate, store, and retrieve student records. The district was drowning in paper.” ―Rapid City Area Schools

Interface Integration. Streamlined operations through interface integration allows authorized faculty to access student files while working in the district’s SIS or ERP systems. Integrations ensure the system of record stays up to date, while keeping learning curves low and adoption rates for faculty and staff high.

A District-wide Solution.
FileBound streamlines processes and centralizes documentation for K-12 educators and staff
by providing a secure, reliable system that interfaces directly with their SIS and ERP to ensure immediate adoption. From district office processes to parent and student facing programs, FileBound is a single-system solution to coordinate efficiencies across any district department.

Benefits.

Safeguard. Enforce disaster recovery and protect student privacy by enforcing rules and security protocols specific to the faculty, staff, or administrator need.

A Standard, Automate Process. Automated processes provide predictability and accountability. System tracking and reprosts give staff immediate updates on which requests have been addressed and which are outstanding.

Interface Integration. FileBound interfaces with existing SIS and ERP’s, making it simple for staff to manage and promotes quick adoption throughout the district.

One Solution. providing staff a single system for efficiencies eliminates training and adoption converns for several one-off systems – not to mention the cost savings of a combined solution.

For more information on FileBound! Contact us today!
Our mailing address is:
1933 Troost Ave., Kansas City, Missouri 64108 USA
Contact us today:

Stay Ahead of the Competition with Digitalization

By | Technology | No Comments

Sourced from our Systems Partner, By: Chelsea Bawab © 2018 PSIGEN Software Inc. – All rights reserved.

Build better business processes with digitalization.

Companies across every industry are seeing the line between traditional business and digital business blurring. The merging of the virtual and physical marketplace will only continue as we head toward the new business frontier.

What does this mean for your business as you make moves toward digital transformation? It means to truly compete you’ll have to have a change in perspective. Instead of looking for ways to simply “digitize” your current processes, your company should seek to optimize business through technology. What’s the difference? Let’s take a look at the two main terms associated with digital change in the workplace:

Digitization Versus Digitalization

While the terms digitization and digitalization are similar, they mean two very different things. According to Gartnerdigitization refers to the conversion from analog to digital. While new technology is used, the process remains much the same. Think of converting records to CDs—a new method of listening to the same music, the same way.

Then there is digitalization. Gartner defines this as “the use of digital technologies to change a business model and provide new revenue and value-producing opportunities.” Rather than simply swapping old technologies for new ones, digitalization refers to adapting new processes through the use of technology.

Think of many of the companies that have disrupted their industries—Spotify, Uber, Netflix and the like. These companies thrive not because they simply converted manual processes to digital, but because they molded their businesses’ processes and culture around an entirely new digital model. These companies have succeeded wildly by meeting customer needs in a new way, and by delivering their products and services more quickly, effectively and cheaply than anyone had before them.

This is the impact of true digitalization. Your company is not simply adopting digital processes out of desperation to keep up with others in the industry. Instead, it is taking a hard look at inner workings of the business. Your key players must then determine areas where outdated processes and functions are causing inefficiencies and waste. Then you are able to build new and improved processes from the ground up, with the help of new technologies.

This is no easy task. It can be difficult to convince executives that digital strategy must be a top priority in transforming business for the better. However, waiting until late in the process to make these vital changes could be detrimental to a company. Many executives are now realizing this and are actually the ones driving digitalization in their businesses.

So you’re ready to digitize, great! Remember this, though: this new digital marketplace is fluid. Digitalization must not be seen as a “one and done” initiative, but rather as a process that requires re-assessment and new adaptations as necessary.

For more information on PSIGEN! Contact us today!
Our mailing address is:
1933 Troost Ave., Kansas City, Missouri 64108 USA
Contact us today.

Education Document Solutions

By | Education | No Comments

Sourced from our Systems Partner © 2018 PSIGEN Software Inc. – All rights reserved.

Shape minds don’t shuffle papers.

Education is an industry that is constantly dealing with paper records.

Whether you’re dealing with a K-12 school district, a local community college or a large university, your school could greatly benefit from the document capture and data extraction solution provided by PSIGEN’s document solutions.

Streamline Records Management

Educational institutions bear the burden of keeping a large volume of information on file. From student transcripts and enrollment forms to test results and financial aid information, each student has an abundance of information associated with him/her. And it all must be kept on file. With the high volume of data that must be kept on record, schools can easily fall behind on processing applications and keeping student files up to date.

Automate Financials

Higher education institutions have a lot to deal with when it comes to financials. Funds move in the form of tuition, fees, grants and gifts, and they move out through faculty and staff pay, research, academic support costs and school-sponsored scholarships. The result is a copious number of documents and associated data being filtered through the school’s financial department every day.

Distribute Information

With an organization as diversified as an educational institution, how do you easily centralize data? With information coming into various departments, such as Admissions, Registrar, Financial Aid and Human Resources, documents and information are scattered across campus, and they all need to be processed and stored in a meaningful way that creates easy and secure access for those who need it.

The Limestone College Solution

When I show the solution to other departments and other universities, ‘wow’ is the most common word used to describe the solution. People are knocking on my door asking to be the next adopters.

– Adam Long, Associate VP for Information Technology, Limestone College

PSIcapture for Education

  • Scanning files from any MFP or network scanner, or importing digital files from any format
  • Conveniently managing student records by converting them to digital files that can be stored in an Enterprise Content Management (ECM) system.
  • Reducing costs associated with paper processing, such as printing, storing records in file cabinets, and searching for and replacing lost documents.
  • Improving student experience by transforming the process of accessing information from a complicated paper shuffle to a quick and easy search on a digital repository.
  • Easily processing and record results from Scantron tests, surveys or other human-marked forms with Optical Mark Recognition (OMR) technology.
  • Connecting with your existing database to easily classify forms and extract data from documents.

 

For more information on PSIGEN! Contact us today!
Our mailing address is:
1933 Troost Ave., Kansas City, Missouri 64108 USA
Contact us today.

 

Improve Productivity By 80% With PaperVision Enterprise.

By | Technology | No Comments

 

Sourced from our Systems Partner © 2018 Digitech Systems, LLC – All rights reserved.

Enhance Efficiency, Gain Control and Save Money with ECMNOW! 

Government agencies are responsible for managing public records and record systems, while at the same time, maintaining ironclad information security to allow access to public information. What if it were possible for you to turn your existing system into an efficient, money saving system? Improve productivity while securing your information, decreasing manual processes and increasing your efficiency. These are the principal reasons to invest in Enterprise Content Management (ECM) technology. ECMNOW! enables you to:

  • Manage information electronically for operational efficiency.
  • Protect information to control access and maintain regulatory compliance.
  • Save money and ensure information accessibility to improve public services.

Improve Your Efficiency by Managing Information Electronically

Since 2001, government initiatives have encouraged you to make it easier for citizens to interact with government by conducting business electronically to help eliminate paperwork. Many agencies have implemented ECMNOW! to efficiently convert their paper records into electronic documents and to manage information in multiple document formats.

  • Streamline and automate document routing to increase efficiency and improve productivity.
  • Enhance processing and collaborate easily with multiple departments using electronic records.
  • Efficiently capture, organize and store all email messages in a single information management system for immediate retrieval.

“Four federal departments — Agriculture, Education, Justice and Transportation — rated themselves at high risk of failing to manage and preserve official records in 2010, according to a mandatory self-assessment survey released by the National Archives and Records Administration.”

—Federal Computer Week
As stated in the article
‘Agencies Admit to Bad Records Management’

Gain Control of Your Security with ECMNOW!

Security breaches pose an enormous threat to agencies, which is responsible for protecting critical infrastructure and key information sources. Trust ImageSilo® and PaperVision® Enterprise to maintain control and safeguard your information while enhancing your compliance with the Freedom of Information Act (FOIA) and the Homeland Security Act (HSA).

  • Implement information policies with multiple security levels and assign access rights for specific users and groups, including the public.
  • Securely disclose information by posting documents to a secure, web-accessible location.
  • Track all user activity including completed, attempted or suspicious activities, such as trying to open protected records.

“We saw an immediate response after we implemented PaperVision Enterprise. Productivity has improved 80%. It’s simple to use and simple to administer.”

—Chad Guillot, Research and Planning Manager
East Baton Rouge Parish EMS

Save Money by Reducing Paper Record Costs

With dwindling budgets agencies are looking for ways to save money while they improve productivity and keeping the public informed. ECMNOW! offers rapid implementation, an easy-to-use system and a low total cost of ownership.

  • Use unlimited electronic distribution to save money on printing and postage.
  • Automatically index and store computer-generated files, eliminating the need for costly paper records.
  • Save money by outsourcing data storage to ImageSilo, a cloud ECM service.

Click Here to Download This Brief

For more information on ECMNOW! Contact us today!
Our mailing address is:
1933 Troost Ave., Kansas City, Missouri 64108 USA
Contact us today:

Modernize and Simplify Your School District’s Processes.

By | Education | No Comments

 

 

Sourced from our systems partner © 2018 Upland Software, Inc. – All rights reserved.

Working in K-12 education isn’t what it was a generation or two ago. As you know, these days it’s all about tech: SIS and ERP systems, iPads in classrooms, STEM, e-learning, #edtechchats, and about a million acronyms and initialism.

In an increasingly tech-driven world, where we’re teaching our students how to thrive in this modern, resource-rich environment…is your central office staff still struggling with paper student enrollments and records? Are you still using physical permission slips, or transferring boxes of cumulative files as students transition to new buildings?

Aren’t you ready for something more accessible, manageable, reliable? I guarantee your administrative staff is. What if you had a software solution at your fingertips that could:

  • Streamline the intake and processing of personnel or student information by automatically extracting key elements (like name, date of birth, address, student or employee number), appropriately filing documentation, routing approvals to appropriate staff, and storing in a central, secure repository for quick retrieval.
  • Create faster response times for student-facing processes by automatically routing documents to appropriate faculty for approval based on created roles or requirements, delivering notifications, and tracking activities to improve transparency and eliminate bottlenecks.
  • Standardize your district’s content management, while simultaneously creating transparent processes that help you maintain compliance standards for funding and establish robust disaster recovery capabilities.

There’s much more to it: smart document management and process automation are a true game changer for K-12 school districts. This really is the future of work; automation is the ideal way to empower your staff and offer them more – more time, more services, more job satisfaction – and consequently, less stress!

Find out more by downloading our FileBound for K-12 Education overview datasheet, or schedule a K-12 demo with one of our experts today!

For more information on FileBound! Contact us today!
Our mailing address is:
1933 Troost Ave., Kansas City, Missouri 64108 USA
Contact us today:

Improving Document Management for Law Enforcement!

By | Government | No Comments

Sourced from our Systems Partner © 2018 Digitech Systems, LLC – All rights reserved.

Enhance Efficiency, Gain Control and Save Money with Document Management!

In the U.S., there are nearly 20,000 law enforcement agencies, and according to the Center for Democracy & Technology, each has one or more internal systems as well as links to national records systems. Creating an integrated information infrastructure that provides timely access to critical information is a key requirement for justice agencies to carry out statutory policy for criminal cases and offenders. Enterprise Content Management (ECM) allows local, state and federal agencies to share information, and gives outside agencies secure access to private information. Digitech Systems ECMNOW! enables you to:

  • Improve efficiency through managing records electronically.
  • Gain control of security and compliance.
  • Save money by reducing paper document management costs.

Improve Efficiency with Electronic Records.

When judges don’t have all vital documents, it hinders their ability to quickly make the best decision. This increases time wasted when looking for data or documents in the courtroom. By removing manual, paper-based tasks, PaperVision® Enterprise and ImageSilo® enable more efficient procedures and fewer delays, so courts can reduce possible backlogs.

  • Connect applications for instant information access with point-and-click integration.
  • Use powerful full-text search capabilities to pinpoint relevant information within a document, helping you efficientlyinvestigate records.
  • Automate your document routing workflow to decrease criminal record processing times and increase responsiveness.

“In many cases, criminals who have been stopped by the police are freed when local law enforcement data searches miss important information that is stored outside of their own systems. An integrated data system would enhance the ability of law enforcement to identify suspects quickly.”

InfoManagement Direct, Fighting Crime and Terrorism through Data Integration

Gain Control of Security and Compliance.

Multiple information systems create business inconsistencies and make it difficult to maintain sufficient compliance and accountability. PaperVision® Enterprise and ImageSilo®, enable the retrieval of documents from a single source. Anything from police records to important court case documents are easy to securely share across your department, agency or court.

  • Security controlsand auditing trails maintain a record of every operation a user performs.
  • Customizable controls hide sensitive information for added protection.
  • Email management maintains a historical records of all messages to simplify response to litigation and electronic discovery regulations.

“All technical problems disappeared! The Digitech Systems software is a down to earth solution. It has a homey feel to it, which makes it comfortable to learn and use. It does what you want it to do, when you want it to do it.”

—Records Adminstrators
Baton Rouge City Police

Save Money by Reducing Your Costs.

According to the FBI’s Uniform Crime Reporting program, there are more than 14 million arrests made across the U.S. each year. With countless criminal records and multiple agencies accessing information, controlling data errors and information loss can be a costly challenge. ECMNOW! simplifies document management to enhance information accuracy and to save you money.

  • Unlimited electronic distribution reduces costs, such as printing, faxing, and postage.
  • Use cloud ECM to avoid capital investments in hardware and software, saving money and IT resources.
  • Reduce paper storage costs and free up valuable office space by managing information electronically.

Click Here to Download This Brief

For more information on ECM NOW! Contact us today!
Our mailing address is:
1933 Troost Ave., Kansas City, Missouri 64108 USA
Contact us today:

5 Points Every Company Should Consider When Outsourcing Their Paper Scanning!

By | Services, The Company | No Comments

Reputation, financial strength and longevity

A list of references should be provided by the company, preferably five or more of past and present clients. Naturally the names only of satisfied customers will be provided by the company, however, try to locate customers whose names were not supplied. What is the average tenure? Longevity will help answer this.

Quality Guaranteed

One of the most important factors to understand about a service company is whether it guarantees the quality of its work. The contract with the company should state specifically the scanning must be able to pass specific test to qualify for whatever life expectancy rating the customer needs.

Turnaround time and back up facilities

The companies ability to meet deadlines can be determined through a simple pilot test. Send a representative mix of good and poor-quality documents to each service bureau in consideration. How quickly can the company handle corrections? Does it have a backup plan in case of equipment breakdowns? Do they provide a reliable pickup and delivery service.

Tour the facilities

Touring the facilities can reveal how the company is run as a production operation and whether or not it has all the equipment it claims to have. The facility should be clean and orderly. It should be easy to see if the employees are working in an environment that is conductive to efficiency and if the client’s jobs are being handled with the care they deserve.

Privacy and integrity of data

Finding out how many people will be handling the material and if precautions are in place to ensure that discretion is proactive and enforced rigidly for the customer. Protective storage should be provided in the service bureau’s facilities. The user’s records must be protective from loss or damage while they are processed. After the records are recorded, the service company should have some means of adequately disposing of them if they are not to be returned to the customer. The service company should have a security and fire system and should also be bonded or insured against loss of records by theft, fire, etc.

Our mission out American Micro is not only to meet these expectations, but to exceed them for every customer whom puts their work in our hands. To get a quote Contact Us today!

The Only Paper They Really Need!

By | Education | No Comments

 

 

 

Beginning in kindergarten all the way through their higher education, a student creates a trail of paperwork. The whole time, each document may need to be found any number of times, repeatedly being reentered into systems each time. Document management solutions allows easy searching and viewing with a few clicks of a mouse. Whether outsourced or scanned in your facility. Document management can simplify any workflow and reduce costs.

Retrieval:

  • Searching by last, first name; DOB; social security numbers; or even graduation year are just a few ways to locate documents in an instant.
  • Digging through filing cabinets is time consuming and inconvenient. Being able to type in a few details and see records regarding certain classifications increases productivity.
  • Viewing can go the same direction with personnel files, viewing not only current employees, as well as terminated files .

Protection:

  • Multiple levels of control secure your student and faculty’s information.
  • Access is customizable on an individualized level. No longer allowing records and documents to be seen by inappropriate eyes.
  • Disclosure tracking controls who views what, when as well as why.
  • Changing any forms, documents and records is only performed by approved faculty.

Disaster Management:

  • Fire, water damage, and theft are all recurring issues with record retention. Possessing only a single copy of any records can be problematic.
  • When retaining all documents in hard copies is required, having electronic backups offsite can decrease future complications.

Retention and Compliance:

  • Federal and State laws mandate documents be securely saved for any number of years, hence storage solutions can be difficult.
  • Family Educational Rights and Privacy Act (FERPA) are easily followed in addition to documents being easily located and retrieved with a few clicks of a mouse.

Optical Character Recognition (OCR):

  • The electronic conversion of images of typed, handwritten or printed text into machine-encoded text, whether from a scanned document, a photo of a document.
  • Not only an amazing system for invoice processing, but can be used for documents such as schedules, registration papers, and yearly academic records.

Reduce Costs:

  • Not only will switching to an electronic solution simplify your faculties daily lives, but it saves something costlier, their time!

Each year means new students, teachers, maintenance staff, vendors, and more PAPER! Going the digital route means possibly outsourcing your document scanning while still maintaining compliance with record retention laws. Document management is not just a quick viewing option, but a way to keep documents secure and organized. Allowing permitted users to be more productive. Let us discuss more about our record retention options, document solutions and invoice processing today!

Compliance

Why Compliance Matters in Electronic Document Management

By | Technology | No Comments

If you’re concerned about regulatory compliance when it comes to EDM you can leave your worries behind. Our clients tell us they feel more in control of their business processes, have better accountability and experience easier reporting for compliance requirements. In fact, EDM can significantly improve the way your business runs with process automation that leads to more accurate compliance.

Got Audits?

Inaccurate data capture can create an extraordinary delay in completing an audit.  Imagine a world where your staff no longer has to dig into files (hundreds of them) searching for that one missing piece of information!  Documents that have been digitized free your staff to easily search for the RIGHT information at the touch of a keyboard.  All the details are captured and correctly routed to the proper channels to mitigate risk and reduce unnecessary man hours.

It’s probably never happened to you, but in the case of a reported grievance or more serious allegation, your team will have easy access to important documents. Any necessary reports can be generated quickly.

Across departments and industries, document management software and mailroom scanning services with workflow automation help with compliance requirements and information governance, including, but not limited to, Sarbanes Oxley, HIPAA, No Child Left Behind, FRCP, Gramm-Leach-Bliley and FERPA regulations.

You’re in Charge!
  • You choose who is authorized to access documents
  • You choose the safeguards that make sense for your business
  • You choose security levels
  • You choose who can do what with each document

The time is now to bring your business processes up to date!  The ability to follow a document from scan to storage, feel confident that all detail has been captured and know that it is easy to retrieve takes a load off your mind.

For a free demonstration or evaluation of your current systems, simply give us a call!

Some content provided by Digiscribe.

Document Management, Scanning & Imaging Resources

By | Services | No Comments

American Micro has been innovating document management and imaging since 1958. We’re happy to share our knowledge.

Case Studies and Whitepapers see how other businesses like yours are using document scanning and automation solutions to improve their business process and grow their bottom line.

One-on-One Video Conference – To learn more about specific products and services that American Micro uses to solve your paper management problems, contact us to schedule a free 45-60 minute webinar and learn more about your document imaging options.

Records Retention Schedule – How long should you save those documents? These guidelines will give you a foundation for effective document storage.