Are PDFs or online files costing you money?

A quick search of state and county websites for PDFs often returns a wealth of results. Anything from DMV forms, to records requests and background checks, are available. It seems reasonable that one would use the form to communicate with the state or local organization. It may appear to be an automated process because it’s a file versus a printout, but it’s broken. The other consideration is the cost of automation. Does it matter if the individual interacting with the PDF form or the website doesn’t like the experience? (For some research on the PDF user experience check out this study It may not matter to your organization, and that’s OK. The reality is that the organization is reliant on a broken process too. The customer fills out the form, only for it to arrive in nearly the same state as a paper document. Extracting the information or initiating the next steps (or workflow) automatically is an achievable benefit that is not addressed by posting a file on a website. The duplication of work costs an organization money. On average companies and organizations miss half of the automation available to them by partially addressing broken processes. On average a full-time employee spends 20% of their time duplicating the effort of someone else (, costing the employer about $14k per employee per year.

Migrating Content-Our experience and our best practices

ImageSource has worked with countless customer partners over the years to migrate data and we have developed a map with known roadblocks, detours and great short cuts to get to your data to its destination intact.

  1. Understand your current system customizations. Over years of use, most organizations optimize/tweak/work around the abilities of a repository or content destination. ImageSource devotes time upfront to document the workflow and use cases of your users. This helps IT decision-makers clearly understand user’s needs, any trade-offs, limitations or improvements that await your migration project. Documenting requirements and limitations, sharing them with users and stakeholders and delivering to them create user acceptance.
  2. Consolidate components. Migration projects are the opportunity to rethink the complex route your data and documents take, in addition to user access utilities and document security tools. Our experience shows organizations have a mix of tools from a mix of providers solving a mix of problems. Going through the planning processes and working closely with a technology partner like ImageSource will reveal opportunities to reply on a single platform or a reduced set of tools for your migration and future document/data storage. This reduces costs, reduces downtime and improves security.
  3. Enable your data. Are your documents fully searchable? Is the taxonomy relevant to user behavior? Are documents in multiple locations? One thing we consistently see is a meaningful document management system already in place, users look for content in it by searching their self-determined keywords and when documents are not found by the user in that single location they are found elsewhere (most likely a departmental file share), then they are saved to a desktop and emailed to a colleague or external recipient. Apply OCR to content to create full-text searchable documents; apply policies to locate and remove multiple documents from multiple network locations; and implement integration to your organization’s established security policies. These examples, to name a few, can save your users hours searching for “lost” documents, reduce wasted storage space, and improve data security.

For more on our experience guiding migration projects successfully check out this link

Migrating Content-The Road Trip

You’ve decided to migrate your content from the repository (or ECM, or Document/Data Capture Solution) you’ve had for decades to a new platform. It’s a bit like deciding to drive your family to the Grand Canyon for a vacation. Easier than it used to be. No stopping at AAA for maps, no plotting the course and hoping there’s a safe motel available when you arrive. You’ve got a robust data plan, Google Maps,, all of it easily managed with no landline for miles.

But you still have to do the drive. The kids are still in the car seated next to each other, within fingers reach, you run out of things to say to your spouse, and something will go wrong. Flat tire perhaps?

Imagine your organization easily chooses the right new platform. Is your current hardware compatible? You’re going virtual-Does the cloud provider meet your organization’s security standards? Does your ECM system have connectivity with the new destination? Is there an email or document sharing integration? Are there security mechanisms in places to prevent external sharing by document type or user? Internal sharing controls? Do you have collaboration needs/utilities to enable? Can that ancient system no one is ready to replace get documents or data into your new system?

Are we there yet?

Content Migration

Moving data from one location to another, from one system of record to another or onboarding a new business process can all generate common pain points and concerns.

In our experience, our customers migrate from one primary system of record to another for 3 primary reasons.

  1. The cost of the current system has grown out of budget. Costs of version upgrades by major solution providers, coupled with the cost of annual maintenance and the man-hour costs of managing an upgrade become risky. These budget decisions alone make organizations reconsider their renewal decisions.
  2. Loss of support. Software manufacturers may decide to drop a specific feature that is the one key benefit to your organization. Feature changes, depreciation or drop is a quite but common occurrence (check out the list of “depreciated” features in Oracle 12c When the cost of maintenance, a major upgrade, and man-hours are under consideration it is especially painful to accept paying more for what your organization perceives as less.
  3. Big Data Problems. This may sound like a business problem Netflix or Amazon has, but consider how many places and individuals save and share the same document within your organization. This may be trivial storage cost, but it is a great big compliance and security risk. It also seems to be one of the first indications that a department or business problem is being partially automated, and could benefit from a more thoughtful migration to your system of record or platform of choice. If data is being stored, shared or extended through multiple locations (think desktop, email, back up to share, FTP, repository, cloud, Dropbox/Box) you may have a big problem. Multiple content locations make corporate/organizational policies, security practices and even regulations easy to ignore.

Solutions for Rural Justice

Rural justice solutions touch many areas of social policy and concerns from a state and local level. There’s no clear answer to replacing a retiring workforce in a rural community or providing consistent law enforcement, but there are policies and clear technology strategies that can leverage funding effectively improve access to justice.

Consolidating Funding
for county courts through the state, but leaving day-to-day operations to the
district allows for more consistent spending on infrastructure and staffing (Reengineering Rural Justice in Minnesota).

Connecting Systems from other community and state organizations is critical between juvenile courts and tribal justice. The Federal Indian Child Welfare Act requires communication between the courts and tribal services to determine the best course of action for a juvenile offender. Telehealth and other community service programs and court systems/law enforcement records can be shared in real-time which can help offset poor internet access and bandwidth in rural areas.

Reducing or Eliminate Paper – If the process requires paper to move with the case or individual, it is inefficient and wastes time and too many man-hours in and out of the courtroom. A document capture solution, converting paper to electronic, searchable content is the foundation of automation.

E-filing and Case Management – Your organization may have court
automation in place. Does it extend to your most rural locations? Can a case be
filed, referenced or a sentence carried out electronically? Regardless of your
current system, this extension of technology is available. If there’s a case
number and a paper form, automation and improvements to access are possible. A
case number can populate an electronic form automatically with all relevant
information. A decision in the courtroom can automatically generate the next
workflow. This is a great example of enhancing an existing system with electronic
forms in the courtroom: ILINX at

Remote Access – Most experts agree defendants and defense attorneys should be in the same location, but they could be remotely engaging with the courtroom, or the courtroom could be mobilized. Although internet access in remote areas is an ongoing challenge, many document-driven interactions can be secured to locations like a library or post office with adequate bandwidth via either a kiosk or personal device.

ImageSource and our ILINX platform
can extend your courtroom and legal interactions to remote counties. Our ILINX
platform can engage with an existing system like Tyler, IBM or something homegrown.
ILINX can enable a remote courtroom and facilitate equal access.

Can we talk in more detail about your rural justice initiatives? ImageSource is providing a one-hour complimentary assessment of your current courtroom automation and delivering recommendations for improvement. If you are interested, please follow this link to sign up. We will contact you promptly to schedule the time.