NY Association of Local Government Records Officers
2015 NYALGRO School
June 7-9, 2015
Holiday Inn Resort Lake George
More info: http://www.nyalgro.org/
NY Association of Local Government Records Officers
2015 NYALGRO School
June 7-9, 2015
Holiday Inn Resort Lake George
More info: http://www.nyalgro.org/
Human Resource departments represent one of the most complex and intensive document-generating and -receiving centers in both large and small organizations.
First, they are the custodians of an array of physical documents for every employee upon hiring. From tax forms, to employment forms, contracts and agreements, sets of employment verification documents, benefits-related documents for health, dental and life insurance, as well as evaluation and termination documents, altogether, these represent merely a subset of the gamut of documents handled by HR departments.
A similarly immense challenge with nearly all HR documents is the secure or sensitive nature of the documents handled by the department. Companies must ensure the protection of secure documents from prying eyes within a company as well as from outside, be it corporate hackers that are seeking social security numbers or salary information or an employee seeking unauthorized access to documents.
This unique combination of diverse-format documents and highly sensitive content is further complicated by the demands placed on HR groups to periodically supply reporting information which can require that data values associated with documents are extracted as well.
Companies have many options to manage their HR document challenges. A paper-only environment persists in many companies, even larger organizations. But, with the liability and exposure, along with the increasingly daunting workflows associated with HR document processing, it’s clear that a better more efficient way is needed.
Many HR organizations are turning to Image Data to chart a modern, more efficient and secure way forward in document management. And, that way forward takes into account archives of existing documents. Whether done on-site or at our facilities, Image Data can transform existing documents in a wide range of sizes and formats into web-accessible and fully searchable documents online.
Working with advanced scanning technology to ensure both quality and speed, Image Data’s quality-driven project management ensures that compromises aren’t made along the way. Our thorough analysis of your document usage, creation and storage trends defines is used to develop a roadmap that is both cost-effective and future-friendly.
And that pertains to security of sensitive documents as well. In addition to providing a secure processing facility for documents needing conversion, Image Data also implements secure access using today’s industry-standard security protocols. For organizations that need to access documents within a larger enterprise system like Oracle or SAP, Image Data will work with you to implement stable and reliable access for rapid queries and retrieval.
An Image Data Customer Perspective on Human Resources Document Management
Albany International Corp. is a global advanced textiles and materials processing company with two core businesses, Machine Clothing and Albany Engineered Composites. The company has locations worldwide with headquarters in Albany, NY and Rochester, NH. As a rapidly growing supplier of highly engineered composite parts for the aerospace industry, the Albany International needed a high-tech solution to manage their HR document challenges that matched the high-tech products they offered their customers.
Image Data worked with Anita Gerace, SPHR, Director, Human Resources at Albany International to analyze the scope of their document challenges and to come up with a solution that met their needs for scanning and archiving existing employee documents and position them for electronic records in the future. The conversion process was focused on expediently scanning documents without any compromises to quality. At this stage, Image Data validated it’s commitment to quality when Ms. Gerace commented, “QC is going very well. We are just about done and things look great!”
Several months later, with the initial scanning and conversion of older human resources records now fully migrated to digital format, and the HR department operating in a digital-oriented format, Ms. Gerace reports, “We are happy with the electronic records. It is easy to use and so far so good!”
–>Is your HR department drowning in paperwork? Was there a lack of a cohesive document management strategy earlier on that is now obstructing progress in effectively implementing a modern approach document management? Was your idea of document imaging simply “buying a scanner and just scanning everything”?
Talk to Image Data today. We’re experts at evaluating your unique challenges and providing a solution tailored to your requirements. Join our many clients in human resources who have said “You’re Hired!” to Image Data.
The effective and secure management of public records is an essential element of the trust that constituents place in the hands of county administrators and government leaders. County government is often responsible for a wide range of public records, from prison records to maps, deeds and sketches, to child protective service agency records.
Longevity and accessibility are two priorities for counties and their “customers.” Storage requirements can vary from county to county, from 3 years to 50 years. To address this need in many places, microfilm/microfiche has been and continues to ensure a stable storage format. While this may seem archaic, many agencies still rely on microfilm.
Take Franklin County with its seat in Columbus, Ohio for example. The county not only uses microfilm, it in fact, has a “Microfilming Board” that meets monthly. What is particularly surprising is that microfilm continues to be their “destination format” for a range of public records including electronic documents. Yes, you read that correctly. According to their annual report, “Electronic images are transferred to microfilm from files received from various agencies, via the county’s network.”
The rationale is “Electronic images downloaded to microfilm reduce the need for costly image migrations due to changing programs or software.” At Image Data, we’re confident that core formats like TIFF, JPG and PDF are here to stay. And, they are “platform-agnostic” – that is to say, they are used across many different enterprise document management solutions. While software or web-based services may come and go, the file formats they manage and access won’t be going anywhere. Pricey image migration is no longer a viable defense for continuing microfilm. Cultural and legislated resistance to change along with funding pressures may be the more likely culprits.
To be fair, while microfilm is their primary archival format, the county appears to perform both electronic and microfilm archiving, the former for access and the latter for long-term secure storage. Still it is surprising that what is now considered a “mid-20th century preservation strategy” continues to hold sway with many county recorders, auditors, sheriffs, treasurers, clerks and other administrators in the age of cloud storage solutions and imaging strategies that are digitally oriented.
Accessibility was mentioned above as the second challenge. Not only is it important for county agencies to have quick access to records, citizens increasingly expect access to documents online, via agency websites. Document management departments, previously preoccupied with scanning to microfilm and printing certified copies, now also have to provide technology infrastructure that enables online search and retrieval of documents. We’ve come a long way from visiting the records counter and waiting patiently as the right film spool was retrieved and loaded. Now, records are indexed and searchable online, reducing the gap between search and access to a matter of seconds.
As county government agencies step back to evaluate a strategic approach to handling a growing volume of documents and records that are increasingly generated from electronic sources, it’s critical that such an evaluation is done with an experienced partner that has a track record of success with county agencies. Image Data has helped numerous county departments take a long-term view and make sound, value-driven decisions about:
What is your county agency or department currently using for document management? And, more importantly, what do you want to offer your constituent customers?
Image Data has an extensive track record working with county-level customers who plan to continue on microfilm formats as well as those who need expert insight on migrating to digital. We also work with customers in a hybrid environment like Franklin County. Work with Image Data to identify and implement the best solution for you. Contact us today for a no-obligation evaluation of your county’s needs and objectives.
About Williams College:
Located in rural western Massachusetts, Williams College represents the best of New England’s liberal arts college traditions. For over 300 years, Williams has offered an elite curriculum in humanities, sciences and social sciences. Williams was ranked first in U.S. News & World Report’s 2014 ranking of over 260 liberal arts colleges in the United States. Forbes also ranked Williams the best college overall in the United States in its 2014 publication of America’s Top Colleges.
With enrollment of over 2,000 students and a faculty of over 300, Williams works hard to provide the highest quality education for its students. Those four years students spend at Williams are just the beginning of a lifelong legacy that Williams cultivates with its alumni.
Chronicling the Past with a Plan for the Future:
In fact, Williams boasts the oldest continuous alumni association in the world with more than 28,000 living alumni. While many verticals migrate away from paper as a key method of communication, print communications, namely letters and mailings with a personal touch and easy-to-reply forms, continue to play a vital part in the mix of Williams’ alumni communication. Still, maintaining an engaging relationship with such a diverse and large alumni community takes smart planning and strategic vision with scalable platforms for communication and archiving. This allows for providing fast, electronic access to alumni records that are in sync with newer electronic records.
When the Williams college selection committee contacted Image Data, they had a clear, overarching goal: converting paper to electronic formats. More specifically, a major project was identified to convert alumni paper files to an enterprise content management (ECM) system.
Image Data was selected as a trusted partner to work with the Williams team to ensure a high quality transition. Over the course of four winter months, Image Data provided a collaborative set of services that included packing and transporting paper files, scanning documents, and indexing them in a format that would make them easy for search and retrieval later. In the end, the scope of the Williams project required about 800,000 pages to be digitized and indexed.
Julie Menard, Assistant Director of Advancement Information Systems, commented about what it was like to work with Image Data on this major initiative: “During this time, I worked with several members of your staff who always made themselves available and were both helpful and professional. I enjoyed working with them all.”
Emphasis on Quality:
No matter how quickly the job needed to get done, quality remained a top priority. Working with Williams, Image Data developed standards and a quality control process to ensure that the quality of the images and the content within each file were of a high standard suitable for such a venerable organization’s alumni development needs. Image Data also used an impressive capture and cataloguing system system with barcodes that matched ID numbers to alumni files which was described as “impeccable” by Williams.
The massive project was completed on budget and Williams’s alumni development staff can now research and retrieve a far-reaching range of historical alumni documents without wandering through a paper archives filing room, hoping the needed file wasn’t missing or damaged. Online access ensures 100% availability of documents and in a format that’s accessible at an office desk, at home, at an alumni event or on the go. The school also has the added peace of mind that all their records have an added layer of protection from the hazards of extreme temperatures, humidity, fire, misplacement and theft, like paper records.
Now that the Williams College alumni file conversion project is complete, Image Data is working with Williams as they begin to evaluate future document conversion projects for the files of other departments at the school. With Image Data’s track record, they’re preparing to go “back to school” and are ready for their next “assignment” from Williams College.
To learn more about how Image Data can help with your alumni records document management challenges, contact us today.
Read how we’re working to offer the best for Image Data customers by investing in the best-optimized technology solutions to tackle your document management needs — at your site or ours.
CHALLENGE: For much of our service bureau work, Image Data hits the road. Because a good portion of our projects are done on-site at client facilities, finding the best portable scanners was an important element in continuing to address growing customer needs.
In business for over 20 years, Image Data has used portable scanners in the past, but we found them cumbersome, difficult to transport, and lacking in desired speed and features. When the time came to purchase new scanners, we had our customers’ needs front and center in the selection process. We researched and tested scanners with comparable specs, and talked with other service bureaus and end users about their experiences and satisfaction with a variety of scanner models from various manufacturers.
Based largely on customer feedback and a review of previous on-site jobs, we developed an ideal scanner profile, for both inside and outside projects. Scanners needed to be:
IMAGE DATA’S SOLUTION: “In the past, we’ve used some very large, difficult-to-move, high-volume scanners,” says Tom Marto, President of Image Data. “And once installed, in order to shift their location, an entire technical staff needed to be on hand. That type of scenario did not streamline our processes in the least.”
When our team tested the Kodak i5800 Scanner, we quickly discovered its feature set was well-suited to our requirements. “First, the footprint is smaller and the wheeling mobility is ideal,” Marto notes. “We can move it from one production area to another without technical assistance. We roll them up onto the back of a truck, transport them, and then it’s really plug ’n’ play ease of setup and scanning for our operators.”
Take, for example, our customers such as law enforcement agencies. They often request 300 dpi color scans, as there are photographic images and color halftones within documents. In law enforcement, for example, varying color indications on drug testing reports reflect different results.
Our three Kodak i5800 Scanners run at speeds comparable to other more expensive scanners, and deliver overall faster throughput at higher dpi and color settings. More and more of our customers are asking for color and higher dpi scans in order to assure record output maintains outstanding detail, printing quality (when needed), and photo reproduction.
We position our services as “Document Management Made Simple,” providing a strategic process that evaluates a prospective customer’s current situation, identifies well-matched solutions, and implements an ideal approach with a focus on quality, budget, and timeliness. Our Kodak Scanners set us apart from other document management vendors by helping us fulfill these critical aspects of each solution, delivering speed, affordability, and flexibility.
What this means for Image Data clients:
• Faster, more flexible scanning setup and capture operations at your site
• Scanning at up to 300 dpi and in color achieved more quickly and efficiently
• Faster project completion times
• High-quality files, sharp detail, and exceptional image reproduction delights our customers and provides outstanding input for OCR, bar codes, and indexing
If you’re thinking about a document management project, be sure to ask prospective vendors about their technology solutions. See how they stack up with Image Data’s leading edge and on-site-friendly scanner technology, then contact us.
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