Below are case studies of the companies we’ve worked with to increase their optimization’s efficiency and effectiveness.
Buffalo & Erie County Public Library
Many old newspaper records and other historical archives are only available on microfilm, a medium that has traditionally required a clunky, difficult-to-use microfilm reader. When the Buffalo and Erie County Public Library wanted to make their archives more user-friendly, they came to Biel’s for a solution that would make a difference for their patrons.
For most people, when they think about a library the first image that appears in their mind is a room of endless shelves filled with books upon books. But when you dig a bit deeper you remember that libraries offer so much more than just books. A good library is a central repository of information, a place that keeps a record of our lives and times. Consider the microfilm room. This special library department contains seemingly endless archives of local, regional, and sometimes even national newspapers that allow you to quickly travel back through time and see what was making headlines on any given day in the past. The microfilm room at the Buffalo & Erie County Public Library (BECPL) is a beloved resource that offers thousands of rolls of microfilm, containing a robust world of historical information and insight. But in order to access the information on these microfilms, a dedicated microfilm reader is required. These old machines are very large and cumbersome to use, not at all intuitive, and often times require costly repairs. BECPL approached Biel’s with hopes of finding a way to bring their microfilmed archives into the 21st century, thereby creating a more modern, user-friendly experience for their patrons.
After undergoing a full consultation with BECPL, we recommended that they adopt the Scan Pro 800, one of our most popular and easy-to-use digital microfilm viewers. The Scan Pro 800 is an industry leader known for its heavy-duty steel construction that can withstand the daily wear and tear associated with over 3 million library visitors per year, intuitive interface that makes finding specific information much more efficient, ability to work with any standard computer monitor, and, perhaps most importantly, reasonable price point. For added value and peace of mind, we also included a five-year maintenance contract with each machine, so BECPL will never have to worry about the hassles of dealing with broken machines.
With the new Scan Pro 800 machines installed, BECPL patrons now enjoy a premium experience when exploring the library’s archive collections. They can save and email themselves particular images or easily store pertinent information on a flash drive. They can even bring in their own microfilm collections from home!
Unlike some of the older microfilm readers, the Scan Pro 800 is also compatible with microfiche, so now the library’s entire collection of archived film materials is 100% accessible and ready to view at a moment’s notice.
Easy. Intuitive. Cost-effective. Worry-free. The Scan Pro 800 is everything the BECPL wanted. At Biel’s, we’re proud that we were able to provide such a powerful solution that will help keep the history of our area alive for generations to come.
Founded in 1857, Howden USA is an engineering consulting business with a rich history of design and development of industrial fans, compressors, and other ventilation equipment. All of these designs had been stored on fragile microfilm, a medium which is subject to decay. If any of these images were lost, Howden’s viability would be jeopardized, so Biel’s helped them find a digital solution that will ensure their continued success for years to come.
Howden, an innovative leader in the engineering consulting industry, has been around since 1857. Over the course of their 150 years in business, James Howden’s original designs for industrial fans, compressors, and other ventilation equipment have proven to be remarkably effective, and the subtle design enhancements made over the years have done nothing but improve on his original vision.
In this type of industry, equipment is used for many years, and it is important that the information for older designs is kept around so repairs and maintenance can be performed. That’s why Howden USA worked diligently to convert all of their old paper documents into microfilm, a medium which they believed would make it easy to preserve their designs and drawings. Unfortunately, if microfilm is not stored in the ideal environment it can deteriorate and begin to smell like vinegar, rendering all the images unreadable and costing Howden and their clients a lot of money.
When Biel’s assessed the situation, they determined that they needed to find a way to preserve 1,860 rolls of film (160 rolls of 16mm film containing about 640,000 images; 1,700 rolls of 35mm film containing about 1,275,000 images). There were also roughly 100,000 aperture cards and 25,000 index cards, bringing the total image count well over 2 million.
Luckily, with their over 75 years of imaging experience, Biel’s was up to the challenge.
After careful consideration, they determined that Howden would benefit most by utilizing market-leading Digital ReeL software, a program specially designed to convert fragile physical microfilm into digital microfilm rolls.
By using Digital ReeL, Howden was able to store their images on their own server or in the cloud, giving them crucial flexibility. Furthermore, Digital ReeL scans the whole microfilm or microfiche roll, ensuring unbeatable image accuracy, and it even offers adjustable grayscale which allows the end user to digitally enhance the details of each individual image for maximum usability and utility.
Digital ReeL and Biel’s not only saved Howden’s microfilm but made it much easier for their engineers to access the technical drawings by making them all digitally available. Digital ReeL even preserved the indexing system that Howden was already using, allowing for a seamless transition.
Going forward, Howden is no longer tied down by their film viewing equipment. Digital ReeL’s intuitive interface makes it easy to find and display any image on any digital device, including desktops, laptops, tablets, and even smartphones.
In the end, Biel’s was able to save Howden time and money, increase efficiency, and preserve the company’s most important documents forever.
City of Niagara Falls
When Biel’s arrived, the City of Niagara Falls Human Resources Department was overloaded with paper records. The constant inflow of additional records wasn’t making things any better. The department’s paper records are crucial for their operations, yet the city struggled to organize and properly store them. The city archive building is located a half-mile away from the Human Resources Department, therefore anyone who needed to access an old file had to call the Records Manager Officer(RMO), complete a form requesting the record and and wait at least an hour for the RMO to locate and retrieve the file. Misfiled papers were a common occurrence, resulting in long delays for acquiring important information.
First, Biel’s tackled the existing paper problem by converting all the active records so employees could retrieve these records electronically. Unfortunately, the city’s existing infrastructure was not sufficient enough to handle the work we were doing. This was an unexpected problem, but certainly not something we couldn’t handle. Biel’s was able to centralize the City’s IT infrastructure so it wouldn’t impede the system meant to speed processes up. Once completed, Biel’s went to the City Archives Building and retrieved all the human resources records, dating back to 1970. Once each document was carefully converted by Biel’s using our state-of-the-art production center, we successfully made all of Niagara Fall’s Human Resource records easily accessible.
The final step was to eliminate any future paper documents by creating E-forms. Biel’s solution was to implement Formatta E-forms, as the software would provide the Niagara Falls Human Resources Department with the ability to streamline application and onboarding processes into a completely digital and paperless process. Biel’s worked onsite alongside staff to determine and tailor a solution that fit their particular needs. Being onsite gave us the opportunity to observe the day-to-day operations and let us talk with employees to learn about their unique roles within the department. Working onsite also allowed us to customize a solution to optimize their workflow. By using Formatta’s built-in workflow customizations, employees can now retrieve and send forms both easily and efficiently.
The City of Niagara Falls Human Resources Department previously had to spend an enormous amount of time retrieving paper documents. When asked how much time their department has saved as a result of the document conversion, we were pleased with their answer. Assuming records need to be accessed ten times a day (a very safe estimate) with an average of one hour to access each record we saved them 50 hours per week. Now all records, whether they are active or inactive, are as equally accessible. There is no longer a need to call another office or go to another building to retrieve records and no more headaches searching for misfiled papers. The City of Niagara Falls found the people at Biel’s to be helpful and extremely willing to go onsite to resolve any issues with the system. By going paperless with Biel’s, the City of Niagara Falls Human Resources Department will save both time and money. They can now turn their focus to where it matters most: their employees.
How The Buffalo Bills Went Paperless
Since being established in 1960, the Buffalo Bills have been one of the most storied franchises in the National Football League.
The Buffalo Bills organization had to handle a large volume of paper files that were difficult to access, compile, and share with players and clinicians. According to the league’s collective bargaining agreement, a team must provide all medical requests by a player within six days. Frantic file cabinet searches were a common thing. Not to mention that some information was on carbon paper, which would disintegrate upon touching.
Player contracts that laid out everything from practice days to public appearances were also kept in paper files that go back almost 50 years. Finding anything in that department was time-consuming and inefficient. Additionally, the Buffalo Bills administration struggled with a paper-based accounts payable process. Final signatures required on all invoices required daily shipments of paper invoices from Buffalo to Detroit.
Biel’s Document Management, working with EMC distributor, Metasource, took an in-depth look at the Buffalo Bills’ needs. This included everything from scanning private data from paper to digital document all the way to more effective and efficient billing practices. Biel’s experienced professionals studied the existing processes and created a custom solution of software and paperless processes based on ApplicationXtender. Since the organization wanted to avoid a large IT involvement, Metasource’s hosted AX software product was the perfect fit.
After implementation, 90% of the Bills’ record keeping is now paperless. Documents are digitalized and work together through the AX software system. Along with increased efficiency and security, a key benefit to the team, administration and entire organization is the ability to access information instantly. Specifically, medical staff has rapid access to player medical records immediately. When it comes to an in-game injury, these digital records available on mobile tablets allows for better care of the player and better long-term health outcomes.
When the Buffalo Bills saw what technology could do with medical records, other departments realized they had similar pain points that could benefit from Biel’s joint services and software. Shone Gipson, assistant athletic trainer, comments “It has made our life and the life of our team so much easier…it is a more efficient way to run our operation. Overall it’s been great for us.”
Formed in 1998, Catholic Health is a non-profit healthcare organization. Its network of hospitals, primary care centers, imaging centers and community ministries make it one of Western New York’s largest healthcare providers.
Catholic Health recently established a new Administrative and Regional Training Center located on Genesee Street in Downtown Buffalo. This new building would reduce their administrative space from 180,000 square feet across eight facilities, to 140,000 square feet in one location. As a result of this downsizing, they didn’t t have the room to bring the significant amount of boxes and file cabinets of paper records to the new location. Catholic Health also wanted to digitize their records so they didn’t have to pay for the cost of offsite storage. Catholic Health had more than 500 boxes of paper documents that needed to be digitally converted.
Biel’s Document Management worked with Catholic Health to help them with their document and location transitions. Biel’s digitally converted paper-based human resource and payroll records into more than 1.5 million digital images. In addition Catholic Health implemented a Biel’s cloud-based enterprise content management system called, MetaStor. This digital system allows staff to quickly retrieve, route and manage documents using Internet browsers and mobile devices.
By eliminating paper documents and the need for stored archives, Biel’s helped Catholic Health to become more productive, efficient and cost-effective. Catholic Health employees will be able to view their newly digitized files from any Catholic Health facility, meaning that files won’t have to be manually transported. The improved search and retrieval of MetaStor eliminated the need for paper, thereby also eliminating the risk of lost documents and information.
Going forward, Catholic Health can also utilize MetaStor to digitally scan documents onsite allowing them to save money on paper, employee time and storage space. In working with Catholic Health, Biel’s helped contribute to the goal of their new headquarters: improving administrative efficiencies, while reducing administrative costs.
When the documents were uploaded into MetaStor they were indexed by 10 fields which enables Catholic Health to search for a specific employee by last name, first name, DOB, SSN etc. In addition to searching by index fields Catholic Health also has full text search ability that enables end users to search for any text in all documents stored in MetaStor. Digital information is safely stored with multiple levels of security, data encryption and disaster recovery. MetaStor was a great fit a large organization like Catholic Health with a substantial amount of sensitive documents.
Borden Dairy Company
Borden Dairy Company
From their beginning in 1857 as a simple solution for milk distribution, Borden Dairy has quickly grown to become one of the largest, most recognized dairy brands in the industry.
Borden Dairy (iSeries/AS-400 system user) was processing more than 2 million proofs of delivery forms, manually, each year. Truck drivers were dropping off these forms to their administrative staff to be scanned. After scanning, 14 full-time employees took information like invoice number, delivery date and customer number, among many other fields and transferred them via manually typing from the scanned document to the (RVI) Real Vision Imaging document management repository.
This was an extremely time-consuming process that was riddled with delays and manual entry errors. For example, truck drivers would bring in proof of delivery forms that were ripped, folded or most commonly, covered in coffee. Even when scanned, information was missing or distorted, resulting in more hours of work for administration.
Biel’s recommended the implementation of PSI:Capture as a front-end image capture service. This software classifies the document type and then performs a full text optical character recognition on each document and automatically pulls out the necessary information based on classification and populates it into the document management system. The process was also made more concise by having truck drivers scan their own proof of delivery forms right into PSI:Capture.
Borden’s proof of delivery input process is now completely digital. Information is instantaneously collected and used, eliminating manual entry entirely. This process eliminated the need for 9 new full-time information processors and is now saving an average of $300,000 annually on postage, ticket bags, hiring needs, and labor costs. The scanning now takes place in 79 branch locations.
The elimination of manual entry also means there are less errors and the stored information is more accurate. 60 Canon scanners, also provided by Biel’s, scan the images from 53 locations and get information into the document management system within minutes.
Also, the change from administration scanning forms to truck drivers scanning forms, almost completely eliminated the worn out, folded and coffee-stained paper documents. The responsibility of scanning their own invoices changed how the drivers handled and processed their proof of delivery forms for the better.
AP Automation Helps Koike Aronson Work Smarter, Not Harder
Koike Aronson, was founded in Tokyo, Japan in 1918 and made its way over to the United States in 1970, opening an office in Texas. Koike has over 90 years of experience as a manufacturer of quality metal cutting, welding and positioning equipment. This equipment can be used on a variety of materials such as steel, stainless steel, aluminum, granite, marble etc. They also manufacture quality gas apparatus which provides safety to those operating their equipment.
Koike’s experience and high quality machinery led to their success within the industry, but with so many invoices and receipts it was a lot of work to keep everything organized. It was also time consuming trying to get everything organized, not to mention, the frustration and anxiety if something did not add up correctly. In 2012, Koike started using Biel’s software system, ApplicationXtender, an instant document management solution that provides document imaging and management as well as integrates with existing software immediately. The software scans, retrieves and stores information. AX also comes with information security; rights expiration, guest access and watermarking. It also provides protection even after leaving the organizational firewall.
Their AP process consists of three document types; Purchase Orders, Receivers and Invoices. All the data is processed daily and goes into the same Document Management System where the data is indexed based off of extracted values. The Document Management System automates the whole process and matches all of the information together. If something does not match us, that entry is flagged and sends a request to be reviewed.
With this new automated system, Biel’s has eliminated any manual entry for Koike, so they don’t have to enter information, pick up any documents or worry about anything being lost in the mail. If there are any issues the system will flag that entry and it can be reviewed and solved.
New Era Cap
New Era Cap Company Finds The Productivity They Were Looking For
If at first you don’t succeed, try, try again. That philosophy is a difficult one to maintain in the world of IT, because every “mistake” represents a sizable amount of wasted money.
Biel’s found a gun-shy prospect in Dan Marmion, manager of information services at New Era Cap Company, when they demonstrated OCR for AnyDoc and an imaging system to Marmion. New Era, a Derby, NY- based baseball cap manufacturer produces more than 24 million baseball caps a year. They had installed an information capture system in 1993 and had been very disappointed in the results. “After several months of trying everything to get the forms processing software and scanner to communicate, we pulled the plug on the whole thing,” Marmion remembers.
That experience made Marmion a tough audience for Biel’s forms processing /imaging pitch three years later. Still, Marmion couldn’t deny New Era was being hurt by its inefficiencies in handling information, especially in the critical area of customer service. Keeping up with 2,100 pages of sales orders that arrived daily was virtually impossible with their old system, which used manual data entry and filing. Because of the backlog in processing, and with no quick method for determining an order’s status, New Era’s three manufacturing plants had difficulty obtaining quick, accurate information from headquarters. Individual customers were having the same problem. “The filing, the retrieving, the faxing — it was all too slow, too cumbersome,” Marmion admits.
It wasn’t just unhappy users who were accumulating. The huge volumes of paper forms had to be stored, and Marmion watched as filing cabinets ate up the headquarters, open floor space — a valuable commodity at a fast-growing company. “We needed to fill that space up with something more valuable — like people,” he recalls.
Enter Biel’s, touting the advantages of a Biel’s imaging system that scanned in using OCR for AnyDoc. Marmion was very impressed with Biel’s presentation, particularly a reference to a hospital in Ohio that turned freed up filing space into an X-ray room after installing OCR for AnyDoc software. “That hospital reference really caught my eye,” Marmion admits. Marmion was also impressed with OCR for AnyDoc, user-friendly design and the fact that the software processed New Era’s own sales orders with ease during the presentation. From the beginning, the plan was to take OCR for AnyDoc beyond the order processing application into expediting inventory management and payroll. But order processing was the first stop on the journey. “The application was simpler and I knew it would have a quicker payback,” Marmion explains.
In this new automated system, New Era staffers batch sales orders, checking for torn or skewed pages. The pages are then fed into a Kodak 3500 scanner at headquarters. OCR for AnyDoc automatically retrieves scanned characters and places them into an electronic, on-screen version of New Era’s form. The software flags any form with missing fields or information requiring verification, such as incomplete fields, numbers printed in the wrong place or illegible hand-print. Staff at verification stations manually review any suspect forms, make corrections, and then, at day’s end, forward all information to New Era’s database. After that, sales order information can be called up on a computer in seconds.
There is a full OCR for AnyDoc, processing/server station, two scanning stations and three verification stations at headquarters. The forms processing software works with a Kodak 3500 scanner to feed the imaging system. In addition, each of the production centers uses one OCR for AnyDoc scanning/verification station and two Canon DR 3020 scanners.
Six Weeks that Revolutionized Customer Service
The benefits quickly became obvious. A four-person filing team was quickly reduced to one full-time and one part-time person. Filing just one document used to take hours, even days, during peak times. “Today,” says Marmion, “it takes only one day to process an entire day of paperwork.”
Most of the filing cabinets are gone. The space is now utilized as a conference room, two offices and a display of the company’s products.
Most importantly though, customer service has been significantly improved. Marmion calls the time involved in installing and getting up to speed on the total system “six weeks that revolutionized our customer service.”
Forest Lawn Cemetery
Forest Lawn Cemetery in Buffalo, New York was founded in 1849 by Charles E. Clarke. It covers over 269 acres and over 161,000 are buried there. Notable graves include U.S. President Millard Fillmore, singer Rick James, and inventor Lawrence Dale Bell. Forest Lawn is on the National Register of Historic Places.
Forest Lawn has a collection of more than 1.2 million historic documents, including the most comprehensive family archives in Western New York, with currently over 350,000 individual family records and growing by 3,500 families per year. However, with so many old and delicate archives, documents were inevitably starting to fall apart and decline in quality. Forest Lawn archives were being stored in a basement and various other locations that didn’t have the capabilities to protect the quality of their documents. Some documents were printed on fragile onion-skinned paper and nails were binding books together. Forest Lawn wanted to centralize their archives to a new location that would preserve their legacy for generations to come.
In 2014, Forest Lawn called Biel’s to help them with the task of archive preservation. So far, Biel’s has digitized over 132 boxes containing over 400,000 images, some dating as far back as 1853. Biel’s had of the unique task of digitally converting over 26 types of delicate genealogy records that included photographs, lot registers, birth and death certificates and biographies. Biel’s also digitally redacted specific documents that were not public record. Additionally, Biel’s placed watermarks and redactions on over 325,000 images, enabling Forest Lawn to trademark, copyright and protect sensitive information. Using our software and hardware, we were able to make images more legible.
Following the Digital Conversion, Biel’s sent the digitized images and the original documents back to Forest Lawn. Next, Forest Lawn had their team of genealogists index the documents. Indexing associates documents with different search terms, making it easier to search for information across a wide range of digital documents. From there, Forest Lawn was able to upload the documents onto a cemetery software system allowing Forest Lawn staff to research genealogy records directly through their web site.
Through Digital Conversion, Biel’s helped Forest Lawn achieve their goal of archive preservation. Forest Lawn moved their newly preserved archives to be housed in the new Margaret L. Wendt Archive and Resource Center. This new building features a secure, climate controlled storage room with a connecting research area where original documents can be studied. The digitally converted documents allow for archives to be accessible and retrievable, creating an invaluable resource and asset for families, researchers and students. In working with Biel’s, Forest Lawn was able continue their legacy, centralize Buffalo’s ancestry and bring history to life.
Vulcan Materials Saves Over $128,000 Annually
Vulcan Materials Company is one of the world’s largest producers of construction aggregates. In 2004, they shipped more than 243 million tons of crushed stone, gravel, and sand, but their proof of delivery (POD) ticketing system was costing them thousands of dollars in labor and paper filing and storage costs each year. After implementing ImageSilo®, an ondemand document and content management (ECM) system, they are recognizing significant process and labor efficiencies. Last year, the system saved Vulcan more than $128,000 by streamlining their POD ticketing system and providing electronic access to tickets for both staff and customers.
Vulcan Materials Company was founded in 1916 in Birmingham, Alabama. They began trading on the NYSE in 1956 and today are one of the key companies included in the Standard and Poors 500 Index (S&P 500). In 2005, the company reported revenues of $2.895 billion, and they employ approximately 9,000 employees. They are the largest producer of construction aggregates in the United States, with over 250 production facilities in 21 states and Mexico. Vulcan was named to Fortune magazine’s list of Most Admired Companies each year from 2000-2004. Approximately sixty truck, rail, and water distribution locations shipped more than 243 million tons of product in 2004.
At the Midwest distribution headquarters, materials shipments generated more than 200,000 paper POD tickets per month. These tickets were shipped semi-weekly from 30 locations to headquarters to be sorted and filed by hand in a 200 square foot storage space. Vulcan kept records for 7 months onsite, and then re-boxed and shipped them to an offsite storage vendor. With a monthly shipment of about fifteen boxes and a retention period of three years, their records storage costs were averaging $21,600 per year.
Locating a given ticket within this complicated process was often difficult and timeconsuming. Each customer service representative fielded 20-25 calls per day. For each call, it took approximately ten minutes to locate the requested ticket and pull it from storage. Vulcan had one fulltime employee entirely devoted to locating requested data. The paper-based system was costing Vulcan in other ways as well. Temporary labor called in to help with audits for collections and cases cost approximately $1,600 annually. And, the accounting department was forced to write off receivables for deliveries for which they were unable to locate POD tickets. Vulcan wanted to reduce the amount of time it took to field their customer requests and cut the overall costs related to storing and managing information.
Datamation Imaging Services, a Digitech Systems Reseller, implemented ImageSilo at the Midwest headquarters in January 2005. The initial selection of ImageSilo was made due to the lower cost and extremely rapid deployment and training offered. As an ondemand system, ImageSilo provides users access to their data over the internet, allowing companies to reap the benefits of ECM without the upfront capital outlay required to purchase hardware and install it in-house. More than 70 users were trained—each taking only minutes—and Vulcan started retrieving data from the system right away. To process the 200,000 tickets generated per month, Vulcan partnered with Datamation to provide scanning services. Datamation utilizes Digitech’s PaperFlowto scan and index the tickets and then uploads them to the ImageSilo system. To date, Vulcan has almost 2.6 million POD tickets stored and indexed for rapid retrieval in the system.
The implementation of electronic ticket management at Vulcan has saved the company time and money. With ImageSilo, customer service representatives have reduced the time it takes to locate tickets from 10 minutes to less than 30 seconds. They are no longer searching paper records or calling for retrieval of files from their offsite vendor. Now, representatives pull up data immediately without ever leaving their desks. They have become so much more efficient that the company has released one fulltime employee, saving more than $40,000 annually.
They have eliminated the need to write-off receivables due to an inability to locate POD tickets that verified a shipment of stone or gravel had been delivered. Due to improper handling and misfiled documents, accounting had previously been forced to write-off almost $15,000 of revenue each year. “Although this wasn’t happening frequently, we were concerned about the amount of money we were losing each year. With ImageSilo, all the delivery information is catalogued and retrievable almost from the moment the shipment leaves our yard,” said David Muno, Credit and Collections Manager.
Independent analyst firm, Nucleus Research, verified a certified ROI study that revealed the ImageSilo project offered additional savings, providing a 498% ROI and full project payback within three months of implementation. “With a return like this,” commented Muno “we are better able to focus our time and energies on servicing our customers and meeting corporate goals. ImageSilo has made us a better company.”
Customers now look up their own tickets in the ImageSilo system, resulting in fewer disputes. The sales team loves the new system and uses it as a differentiator to establish new accounts. “The installation of the ImageSilo system allows the office staff to pull in tickets from last week to match the invoices they receive, which speeds up our processing. The system works great!” one Vulcan customer commented.
Judicial system uses FileBound to streamline unruly trial process
The Colorado courts found themselves over extended in trial proceedings that required an ever increasing amount of manual labor that was in short supply with the result being increasing costs and decreased process flow. The FileBound Document Management Solution solves these issues by creating a paperless court environment using an innovative Virtual Docket that provides ease of use and increased productivity.
Located in the Northeastern part of the state, this Colorado county is composed of large bustling cities and abundant farmlands that make it a staple in local culture. As the third largest county in Colorado, their judicial district encompasses roughly 4,000 square miles of the state. Presiding over the District Court, County Court, and 22 municipal courts, the county judges are busy overseeing cases throughout the year.
As the Colorado Court’s pilot project for a virtual docket, this county judicial system was responsible for transferring their entire system over to a paperless system. The judicial process requires accurate court files, up-to-date motions, and daily transactions between counsels to be presented to the judge in a complete file for review before proceeding. In the former paper based system, the clerk’s office maintained the trial docket of cases for the judges. They received all incoming paperwork from the District Attorney, Public Defender and Private Bar offices and filed them with appropriate cases. This daily process was very labor-intensive and slow and involved many filing and re-filing of cases. It also provided for human error in allowing documents to be misplaced, lost, or misfiled and required multiple paper copies to be printed for each party involved. Overall it created inefficiencies in the judicial process.
The manual trial process had become a drain on the system and the courts wanted to create a more effective method of collaborating lawyers, clerks and judges into one cohesive trial process. The toughest point during the conversion was getting Senior Judges on-board, who ultimately had the final vote, and were concerned that any virtual system would compromise security and further delay access to cases.
In creating an electronic solution for the courts, one of the biggest challenges was designing a process that was easy to use, reliable, and efficient enough to quickly gain buy in from the judges . FileBound created the winning strategy by designing a Virtual Docket. This electronic version of the trial docket allowed judges immediate access to all cases and documents on a computer. By logging in, they could view all files, pending motions, and case decisions as they were made. Clerks can log in and update cases as needed, giving Judges access to cases anytime, anywhere. And with a secure connection, password sensitive access, and documents stored on in-house resources the Judges were comfortable with the security of the solution.
The second innovative feature that accelerated the adoption of the FileBound Solution was the ability to import documents using paperless processes. Instead of receiving each attorney’s paperwork and filing it with appropriate cases, the FileBound allowed them to electronically import documents into the Virtual Docket which allows filing and updates to cases to take place automatically. To further extend the automation FileBound also provide the ability to use e-signature pads. During the court process, all associated parties must sign documents and FileBound allows them to do so electronically. The signature automatically imports to the Virtual Docket, and eliminates the need have physical copies signed during every trial. This allows the docket to be a complete register of all on-going cases. The efficiencies provided by the new system freed the clerks from many of the tedious process that the old system required and allowed them to assist judges in more useful ways.
The largest benefit the court has seen is the unification of the trial court process. Incorporating all processes into one system, gives the judges continual access to the latest information in the cases they oversee. It has streamlined the trial process for all parties involved and created a more efficient system. It provides instant retrieval of archived records and has eliminated the hassle of managing paper files and documents. This streamlined process has helped in several other areas as well:
• Shortened actual trial by days
• Increased communication between lawyers and judges
• Reduced amount of papers printed • Eliminated hard copy file storage
Though the complete benefits are hard to quantify, it’s fair to say the solution was a huge success. The Virtual Docket and FileBound paperless importing have turned the Senior Judges from observers to active participants and has allowed the whole court to run more efficiently without adding additional resources.
PSIGEN Provides Perfect Solution for Microsoft SharePoint at Sundt Construction, Inc.
Founded in 1890, Sundt Construction Inc. is one of the largest general contractors in the United States. Skilled professionals tailor construction services to meet the unique needs of each individual project in each of Sundt’s five markets, building, con- crete, federal, heavy civil, and mining & industrial. Each are composed of an experienced and committed team, insuring quality results.
During the course of a typical project in the construction industry, there are dozens of document types and many people involved, all working together from different locations. The smooth running of document man-agement and an effective work- flow starts with naming standardization, and Sundt needed to find an easy way to enforce the input of document types into a system. Manually processing paper proved to be too much labor, un-organized, unreliable, and time consuming. Other issues included document accessibility, retrieval, compliance and security, and retaining the quality of the paper overtime.
Sundt needed an efficient system for employees to transfer documents to and from project sites, while addressing naming, se- curity, and compliance concerns, and simultaneously assuring a reliable, fast, and easy to use solution for all personnel. Replac- ing the physical storage of bankers boxes with an easy to install and configure electronic system, with a minimal learning curve and launch time was the goal. Additionally, “the digital records system must be capable of ‘tagging’ documents with meta infor- mation which will assist with proper categorization and digital filing,” said Chris Lake, Vice President, Sundt Construction Inc., and must also be SharePoint compatible and able “to capture digital documents throughout the lifecycle of a job, and must be able to handle batch uploads upon project closeouts.”
Sundt chose PSI:Capture over competitors for a number of reasons, namely functionality and perform-ance. When added to Microsoft Office SharePoint Server 2007, “PSIGEN‟s integration included advanced function-ality such as routing to dynamic locations multi-layers deep into the SharePoint environment,” said Lake, thor-oughly enhancing organization. “PSIGEN prod- ucts provided faster performance and higher throughput compared to other products in the market. Built-in index and OCR capabilities with conversion to PDF produced high-quality, searchable documents with manageable file sizes, and eliminated the need for extra products to do the image PDF conversions,” said Lake. Full text OCR recognizes and automatically indexes each image by text ac-quired by the scanner, making documents easily searchable in SharePoint for quick retrieval. A final selling point was “PSIGEN‟s support and response time during initial setup and configuration, as well as additional feature re- quests,” said Lake.
Combining PSIGEN’s scanning software with Microsoft SharePoint allowed Sundt to streamline their storage and document management, providing “jobsite users with the ability to file digital records throughout the lifecycle of the project,” said Lake. Organization has increased and processing sped up, while also reducing document han-dling costs, and the risk of losing or misplacing hard copy paper documents.
Mooresville Consolidated School Corporation
Moorsville Consolidated School Corporation turns to FileBound to save time and money
Mooresville Consolidated School Corporation (MCSC) is located in Morgan County, Indiana, and consists of one high school (grades 9-12), one middle school (grades 7-8), and five elementary schools (grades K-6). They have 305 certified and 125 non-certified staff members. More than 4,350 students attend Mooresville schools. The district includes residents of Brown, Harrison, and Madison Townships in Morgan County, Indiana.
While working with MCSC it was determined that they needed a more cost effective way to file, search, and transfer school records to colleges and universities. They also identified a need for a better disaster recovery plan for all of their school records from 1960 to present.
It was determined that a FileBound document management solution would not only meet their needs but was also at a price point that they could afford. This new solution automates the way they manage and protect their school transcripts, human resource files, and other records within the organization. FileBound allows them to securely access and share transcripts with outside requestors in a much more efficient way.
According to MCSC, they realized a $55,000 savings by purchasing FileBound compared to other solutions that they considered. They also estimate a savings of $1,000 per week for hourly employee costs. MCSC also saved approximately $3,000 in filing cabinets, labels, hard copy records, and other storage materials. The bottom line is that this system saved MCSC both time and money and resulted in a more efficient running organization.
The Town and Village of East Rochester is responsible for maintaining countless records and archives, many of which go back many years. All of their building documents – including permits, certificates, violations, and oversized plans and maps – were on paper. Looking up information was time-consuming and inefficient. If a flood, fire or other natural disaster were ever to occur, these irreplaceable documents could be lost forever. Additionally, over many years paper documents become faded, stained and damaged, making them difficult to read and use. East Rochester needed a solution that would increase the longevity of their town archives, maintaining them for many years to come.
Biel’s converted all of East Rochester’s building records to a digital format and loaded them into their IPS software from BAS. The Integrated Property System (IPS) is an innovative software suite that can consolidate property data from every department within a municipality into a centralized database system that allows for quick and easy access to all authorized users. This has greatly reduced the time it takes for East Rochester to find records and respond to Freedom of Information Law (FOIL) and other requests. While Biel’s worked with East Rochester’s existing software, Biel’s also provides ECMS software combining our experience and expertise to create a suite of out-of-the-box solutions that are affordable, secure and scalable for users.
As a result of digitizing their archives, their documents are now disaster resistant. The digital conversion of their documents also allowed the town to permanently avoid the damage and wear to their archives that typically happens to paper documents over time. By going paperless, East Rochester was also able to maximize cost-savings by reducing scanning, printing, shipping and supply costs of paper. Documents can now be retrieved instantly, as employees no longer have to take the time to search through file cabinets. With the help of Biel’s, East Rochester can now more efficiently serve the members of its community.
The most important is the fact that we have positioned ourselves to fully take advantage of future significant software and digital technologies. We made a conscious decision to format the end product with standard upgradable technologies. I can only imagine what the next 10 years will bring in software advancement and we are positioned to take advantage of all of it.
David Smith (Building Inspector, Village of East Rochester)
Avox Systems: Zodiac Aerospace
Avox Systems is a US based Zodiac Aerospace company specializing in aerospace systems and equipment for commercial, regional and business aircraft, as well as helicopters and space applications. Its main areas of expertise are comfort and conditions onboard aircraft, onboard systems and safety, both in flight and on the ground. It’s currently doing business in over 20
Avox had a high volume of paper documents that they had the burden of manually processing. These documents included: purchase orders, credit card statements, receipts and other documents. They had hundreds of boxes containing hundreds of thousands of images. This was a time-consuming process as documents took a long time to retrieve and documents were subject to loss. Avox needed a solution that would automate their processing system and increase their document management efficiencies.
First, Biel’s digitally scanned all of Avox’s documents to make them searchable and easily accessible for Avox employees. There were 12 boxes of Purchase Orders and Credit Card statements, totaling 48,000 images going back 5 years. Biel’s burned the images onto DVDs and indexed them by year, vendor name and purchase order. Biel’s has so far converted over 252 boxes containing over 300,000 images of receipts. Receipts were also burned onto DVDs and were made searchable as PDFs. These receipts were thoroughly indexed by part number, revision number, supplier name, packing slip number and “REG”. Avox’s old receiving documents were contained in 20 boxes and consisted of 86,000 images. The old receiving documents were also burned to a DVD and made searchable as PDFs.
Next, Biels implemented MetaStor, a cloud-based enterprise management system that allows over 150 staff to quickly retrieve, route and manage documents using internet browsers and mobile devices. MetaStor allows for multi-channel integration and straight-through processing and is the perfect solution for a company like Avox that deals with a large amount of documents.
Through document conversion and implementing MetaStor, Avox was able to achieve streamline business process and increased efficiency. Documents that previously needed to be filed, can now be searched for on any digital device saving valuable time and money. With MetaStor, Avox greatly reduces paper, storage and printing expenses while also saving time spent searching for papers. Biel’s will continue to pick up boxes twice a week from both of Avox’s plants, then by the end of the week those images from the boxes are uploaded into MetaStor. In working with Biel’s, Avox was able to save time and money while greatly improving productivity and workflow efficiencies.