Category Archives for "Government"

Getting Rid of Legacy Systems

I recently watched a segment on King 5 News around how some government agencies are using legacy systems for their day-to-day work. The article was highlighting the software program used at the Washington Department of Licensing to process vehicle registrations, however, there are a number of additional agencies that are using legacy programs and platforms for their day-to-day processes. The segment went on to discuss how expensive it would be to update all of those systems. Continue reading

Compliant Public Requests Start with Smart Records Retention

One message we consistently hear from government customers is how they need better solutions around records requests. With content growing at exponential rates, and huge implications around potential litigation, many organizations don’t feel that they have a good handle on it.

The ability to comply with public records request laws in any jurisdiction starts with good record-keeping, including disposition. Keeping a record past it’s retention period can be as big a problem as not keeping it long enough.

Here are some steps you can take to move toward better records practices:

  1. Understand your organization’s unique requirements for retention and disposition
    Certain records have to be kept longer than others, some records might need to be sealed, others may need redaction before they can be turned over, etc. Each organization, department, even business process may have different requirements. Determine and document what the requirements are so that when you start to do an inventory of content, you have a definitive plan regarding what needs to be kept and for how long. Click here for a link to the Washington State Records Retention Schedules.
  2. Know what content constitutes a record
    Records include more than paper and electronic documents. Email, photos, video, audio, text messages and form data that are generated or received as part of doing business can all be subject to records requests.
  3. Identify where your records reside
    They may be files on a network share or paper documents in a file cabinet. Regardless of where the documents are kept, regulations are rigid, regardless of the file format or how hard the collection process is.
  4. Perform an analysis and inventory
    A thorough inventory will help you manage duplicates and multiple versions of documents to mitigate litigation risk. This can be done internally, outsourced to a contractor, or a hybrid approach. Regardless of which path you choose, determine what content you have, what needs to be kept, and what can be disposed of before evaluating any new content management technology. Migrating content that is not retention-worthy into a new system is not time or cost effective.
  5. Choose a solution that is flexible and easy
    Two of the highest priorities of 95% of the organizations we work with are that their content management system be easy-to-use and flexible enough to adapt to changing requirements. Specifically, they want easy-to-set-up retention and disposition schedules, that can be quickly updated—without extensive IT resources—if laws or regulations change.
    Automation can also ensure disposition on schedule. For examples, software can watch and take action on documents based on date-based metadata. Finding a system that can serve your entire enterprise with flexible disposition methods, like destruction, exporting to another system or leaving just metadata in its place is also important.
  6. Find a technology partner with depth and breadth of experience
    The success of your records initiative can depend greatly on where you go for help. With an astounding 68% failure rate for IT projects, its best to find a partner with time-tested methodology, from analysis to support. Experience in the following areas can make the difference between triumph and failure:
  • Expert consulting to determine your “as is” state and develop a plan to get you to your “desired” state using industry best practices
  • Assessment of your current technology and how it can be leveraged
  • Solution evaluation to perfectly match technology with your requirements
  • Solution deployment, configuration, training and rollout
  • Document collection, conversion, scanning, taxonomy definition and automated classification and metadata extraction
  • Data Migration
  • Ongoing partnership for system/process tuning, growth and support

If you’ve done the prep work correctly—analysis, inventory and technology partner and system selection—then what you’ve put in place will help you retain records exactly as long as required. If you’d like to learn more about ImageSource, our history, retention management and public records request solutions, please contact us today.

Why Courts Need Document Management AND Case Management Systems

Document Management System (DMS) needs should be identified holistically, not just for the needs of the courtroom processes. A successful implementation will be gained through a well thought out plan and a DMS solution that can not only integrate with a courts Case Management System (CMS), but also with Fiscal, HR, Procurement, and other department’s line-of-business systems.

To accomplish a successful implementation of an electronic environment there has to be an overall vision and buy-in from all the key individuals of the court system.

  • Culture and vision which incorporates technology as part of the business strategy
  • Identify areas to integrate technology with the courts business strategies
  • Implementation of an electronic DMS to be used by all departments
  • Integration of the DMS with CMS and other line-of-business systems
  • Provide public access to documents via a web portal (e-Access)Puzzle_arrows

Continue reading

eCourts Blog Series: 3 Reasons Why You Should Integrate Your Courtroom Processes Today

Want to exponentially increase the value of existing and new technologies? Take an integrated rather than a one-application-can-do-it-all approach. Let each system, your case management (CMS), document management (DMS), and other line of business (LOB) applications do what they do best, and they will empower each other. Integrating these systems optimizes processes, allows for the exchange of data between systems and departments, and maximizes your technology investments.

As experienced integrators of DMS, ImageSource has taken the paperless courtroom to a whole new level that encompasses electronic form processing (real-time) during hearings, eFiling, public access, justice partners access and more—all through multi-system integration.

Example 1: Nightly and weekly audits can run against both your DMS and CMS systems. This allows the push and pull of information to update case information, and eliminates redundant, manual data entry.
Example 2: By accessing a common DMS, integrated with your CMS, your Courts, HR, Accounting, and any other departments share documentation that will streamline the collection of fines and accessibility of information.
Example 3: An integration between your DMS and Web Calendar, or other scheduling system, puts electronic documentation at the fingertips of Judges and Clerks in the courtroom, providing immediate updates and eliminating the shuffling of paper.

If you’d like to learn more about how ImageSource has successfully implemented and integrated the court systems, I invite you to explore what we’ve done for the Superior Court of California, County of Stanislaus.

April Gentry
Account Executive
ImageSource, Inc.

Webinars – A great place for free information

On Wednesday, August 20th at 10:00 PST, ImageSource and Fujitsu will be broadcasting a webinar about optimizing your hardware called Proactive Scanner Management. During this webinar you can learn about Fujitsu scanner trade-in programs as well as the latest and greatest models available. Learn about the out-of-the-box software as well as when to consider ILINX Capture for a more robust solution. This particular webinar will be recorded and available for viewing at your convenience if you are unable to attend the live event.

Webinars are a great source of learning usually for no cost. They can provide information on hardware you are considering as well as software solutions. Topics can also include specific verticals and solutions such as the upcoming “Paperless Courtroom” webinar featuring ILINX Capture and IBM FileNet. These topics are typically covered by industry experts that have been involved in successful implementations.

Webinars are a valuable source of information and something the savvy consumer should take advantage of.

Questions or comments:

Richard A. McDermott, ECMp, CDIA+
Account Executive
ImageSource, Inc.
360-943-9273 T
360-943-4449 F
www.imagesourceinc.com