Record Management Systems Solve School District’s Document Problems

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Record Management Systems Solve School Districts
Document Problems

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By Gary Maxwell, President
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Record Management Problems

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• Massive population growth created a storage and
  imaging problem for an Pacific Northwest school
  district.
• They had storage cabinets in all of the
  departments and some at an off-site storage
  facility.
• The school district also needed to increase the
  file integrity for all active records through the
  development of an on-line record management
  system, which would provide key staff members
  access to the database from multiple locations.
• Planning for and managing the challenges of
  growth was a top priority.

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The Record Management Solution

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• To resolve their storage and imaging challenges,
  a local document management company suggested
  they a number of record management systems.
• The first of which provides viewing and scanning
  of all documents stored to the Document
  Management system and the scanning and storing of
  all paper and electronic documents.
• Using this record management software, the
  Pacific Northwest school district automated their
  accounts payable department by scanning and
  storing all vendor names, vendor numbers, dates
  and check numbers while also automating payroll.

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The Record Management Solution

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• The Personnel Department also researches their
  documents using vital employee information such
  as names, Social Security Numbers, and document
  type. Reports from their NCS programs are also
  stored electronically in this record management
  system for easy storage and retrieval.
• Indexing of the documents has been virtually
  eliminated by using the second record management
  system to perform OCR (reading machine print),
  ICR (reading hand print), and OMR (reading marks
  on the page) to read the data on the scanned
  pages.

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The Record Management Solution

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• To efficiently scan back file documents, the
  Pacific Northwest school district uses this
  record management system to automatically index
  data from the Accounts Payable, Personnel and
  Payroll file cabinets.
• This systems is an excellent tool for future
  growth using internet data capture to create a
  full access community throughout the district,
  including remote locations.
• The Accounts Payable department is now able to
  archive corresponding invoice information for
  easy retrieval by employees and auditors. The
  Personnel Department is automatically capturing
  information from forms submitted by a new
  employee and yearly from all current employees.

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Record Management Systems

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• High quality record management systems are a new
  breed of business accelerating solutions.
• Created by breathing intelligence into
  electronic and paper documents, these systems are
  cognizant of their content, their environment and
  most importantly the rules that underlie your
  business.
• The embedded intelligence in these supercharged
  documents provides a rich user experience while
  ensuring the accuracy of the information
  collected.
• These systems know the next step in the process,
  while allowing for human decision points and
  exception handling.

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Record Management Systems

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• They have the ability to initiate interactions
  with business systems as needed.
• The result smoother processing for both your
  customers and your staff, dramatically reduced
  costs, and complete visibility. Its as if an
  Invisible Workforce has stepped in to support
  your business goals.
• Furthermore, with the integration of Autonomy's
  advanced content technologies, record management
  systems provide insight and control across
  in-process activities and unstructured
  information.
• Having a better understanding of information and
  how people use that information enables real-time
  action and improved decision-making.

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About the Author

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• Gary Maxwell is President of Integra ECM, a
  leading document management company serving
  Idaho, Oregon, Washington, Montana, Wyoming, and
  Utah for over 35 years. Learn more about our
  record management systems by visiting
  http//www.integraecm.com today.