Laserfiche Record Management Solutions by Cities Digital
Laserfiche ECM Solutions
Incorporated into the base product, Laserfiche scanning includes everything an organization, large or small needs for adhoc or batch scanning. Any user that has access to Laserfiche has the option of scanning with any desktop or network scanner using TWAIN or ISIS drivers. If users have Laserfiche WebAccess available they will have the scan-to-web interface available for scanning as well.
Laserfiche includes state-of-the-art image processing features to ensure that users have the very best possible image resulting from their scanning. Image processing features include auto-rotate, despeckle, deskew and blank page delete. You can’t always rely on users to scan documents perfectly but Laserfiche will help compensate for image quality issues.
Scanned documents can be reviewed for quality, batch edited and indexed with user-defined keyword fields. In addition to keyword fields, every scanned document is converted to a text-searchable record.
- Adhoc scanning
- Batch scanning & quality control review
- Supports ISIS, TWAIN or network scanners
- Advanced image processing options included
- Index documents with keyword fields or OCR full text search
- Ensure compatibility of existing hardware and future hardware purchases
- Minimize amount of applications needing to be supported
- Improve quality of images being archived for long term storage
Electronic records are frequently in live state requiring updates, revisions and collaboration with team members. With Laserfiche Document Management records are easy to locate, fully text searchable and easily accessible. Documents within Laserfiche support check-in and check-out functionality as well as version control. The entire Microsoft Office and PDF IMAP collection of documents support full text searching. Additionally, any less familiar format can be converted to a non-proprietary records management format for entrance into the full text database.
Laserfiche WebAccess comes bundled with an integration into Microsoft Sharepoint. Users needing access to electronic records through Sharepoint sites are able to push and pull documents to the Laserfiche repository seamlessly. The Laserfiche repository also supports WebDAV technology for Microsoft Office documents.
- Index documents with keyword fields or OCR full text search
- Check-in / Check-out
- Integration with Sharepoint and WebDav
- Version control
- Print driver for conversion from proprietary formats
- Records are easily delivered and shared among staff
- Collaboration and version control provides chain of ownership
- Full text search delivers immediate search results
- Enforceable naming conventions and indexing requirements
The process of retention, disposition and destruction can be simplified with the Records Management module from Laserfiche. The Records Management Edition includes a Department of Defense 5015.2 records management certification, the most stringent in the industry. Records Management with Laserfiche allows for easy creation of record series’. Record management plans are automatically generated and printed for approval and reference.
Using the records management module in conjunction with Laserfiche makes the difficult process of retention and destruction easy. The additional functionality such as freeze in the event of a lawsuit prevents untimely destruction while the zero-out feature for hard drives ensures that destroyed data cannot be recovered. A set of reference metadata is optionally maintained for proof of retention.
Records Management is the cornerstone of Transparent Records Management. The Laserfiche suite including Workflow and Records Management enable users to take advantage of automatic retention management as well as auto-filling.
- DoD 5015.2 certification
- Records management plan creation
- Zero-out functionality
- Integration with Sharepoint
- Automatic record series management
- Supports management of physical records and boxes
- Incorporated into Transparent Records Management strategy
- Reduced liability over records meeting retention
- Systematic filing and management of records
- Easy importation of existing records management plan
Today organizations are creating more and more electronic content. It’s becoming imperative to capture, control and archive this records management content for compliance reasons and as a reference of what has been offered. Mediums such as Facebook, Twitter and Linkedin are providing outlets for marketing by sales people and outlets of frustration or allegiance by customers.
In addition to internet sites organizations also have to contend with instant messaging, emails, web pages, voicemails, photos and many other formats of content. The Laserfiche repository provides a safe, secure method to archive content from the enterprise.
Ease of access to this content is always a priority. A web based console can become your portal to all content created by users and stored within Laserfiche. This console can be integrated into any client relationship management (CRM) application, Enterprise Resource Planning (ERP) or accounting program providing fast and easy access to users that may not be familiar with the concept of content management.
- Accept all formats of electronic content
- Archive social media & websites
- Archive emails and instant messages
- Provide a compliant means to advertise on the web
- Increase social media marketing
- Provide immediate access and oversight to compliance officers
- Present a unified front on content management in a single system
- Implement a shared-service model
Workflow – Business Process Management
Documents in most organizations are not a static. An organization’s documents are shared, reviewed and approved by different employees and customers. Taking your business’s paper-based processes and reengineering them using technology benefits everyone.
Documents entering the Laserfiche Workflow engine are able to notify users of decisions they need to make. The records management workflow engine also notifies users of document status and exceptions. Users with heavy workloads can have their work load-balanced or distributed to multiple users.Documents can even be set to react to inactivity by users.
When using Laserfiche Workflow in conjunction with Laserfiche Quick Fields, records can be checked for signatures, validate data that was entered against third party databases and complete index information and naming conventions automatically.
Most importantly, documents aren’t lost or misfield. Every document entering the Laserfiche Workflow engine is tracked, searchable and accessible to all users with permission. Documents requiring signatures can be signed using a digital signature pad or an electronic third-party validated signature.
Finally, once records have completed their business process they can be automatically filed, records retention scheduling can be applied and copies can be bundled into a packet for exporting. Packets can be exported to a zipped file and FTP transferred to third parties.
The Laserfiche Workflow engine is bundled with all Laserfiche systems utilizing named licensing.
Every organization receives forms, handles forms and uses forms. Many records management tasks within organizations are manual and not computer-reliant. In addition most companies receive and create dozens of forms. These forms are sometimes generated in the hundreds per day. In order to maintain good record keeping practices these forms are imaged. How to best automate this practice? Forms processing is the answer.
Forms entering the system are scanned for registered form types and data is extracted identifying the exact form. Data extraction can take place in many forms. Through the use of barcodes and 2D barcodes forms can be recognized indexed and autofiled. If forms are not utilizing barcodes selective data in text format can be extracted for indexing and naming.
In many cases forms are used by employees or clients for choices and selections, not just for collecting demographics. The use of OMR or Optical Mark Recognition is commonly referred to “filling the bubbles.” This technology can be used to initiate workflows, notify users and automatically classify inbound forms.
Data collected fromforms being processed can easily be matched with data in external datasets. Additional information about the form can be imported through an ODBC connection. Immediate return on investment is possible through the use of forms processing by eliminating indexing and manual intervention with forms.
Everyone is looking for more ways to decrease paper production and save money. What could be easier than converting forms to electronic forms? Nothing slows down efficiency and results in redundancy more than a paper form. Laserfiche Forms enables users to easily create electronic versions of all forms used by an organization.
The electronic form allows vendors, clients and employees to enter data directly into a web form. Data entered into a web form flows through the form directly into your Laserfiche system and into additional databases such as ERP, CRM or accounting systems. By capturing information electronically any additional redundant data entry is eliminated.
A good example of electronic forms records management within a workplace includes a new hire on-board processing or new account paperwork for clients. Your electronic forms allow for dynamic choices based upon the information entered into the form. Data entered such as client name, account number and SSN is real-time checked against other datasets for validation. Additional related data can be automatically filled into the form. Finally the user is able to sign using a digital signature pad, mouse or electronic signature.
Collections of forms can be assembled into portfolios such as new hire packets and imported into Laserfiche jumpstarting a workflow.
Integration is the idea of connecting or adding functionality to improve the whole. When relating integration to software, it entails combining the best features of different solutions together providing the end user a simpler and more feature rich experience.
Laserfiche has a number of ways of completing an integration. The Laserfiche Toolkit, or API can be added to your Laserfiche system allowing programmers an easy access to all the most common features in Laserfiche. The Laserfiche Toolkit enables developers to tightly integrate scanning and search and display functionality of Laserfiche into any other application.
Other options for integration exist such as drag-and-drop functionality offered in Unfetterfiche. The Unfetterfiche application empowers users to drag a mouse over fields in their favorite third party application thereby tying them to Laserfiche for search and display functionality. A convenient “bug” or desktop button display is always available for immediate access to the scan and retrieve functionality.
A plethora of existing application integrations already exist for Laserfiche as well. These integrations include:
- Advisors Assistant
- Microsoft Dynamics CRM
- Microsoft Dynamics Great Plaines
- Microsoft Exchange
- Sage MAS 90