Higher Education Challenges Are Now Resolving

The business Process Library is introduced by Laserfiche that is exclusively designed to provide record and document management services for educational institutions. It has pre-built forms-based business process templates which are designed to reduce the work load of organizations to deploy faster automation. It reduces the work of employees and also provides efficient record management system.

The Business Process Library has a large inventory of process diagrams, workflows, template fields and reports that can be reconfigured to an institution's specific requirements to aid such administrative functions as application review, transcript processing, changes of major or minor and diploma requests.

The BPL has flow diagrams, template fields and reporting system that can be easily configured according to institution’s requirement, to facilitate users like reviewing their applications, transcript processing, and other important functionalities. Not only this but for higher education package include the following features:

·                  Course add or drop requests;

·                  Faculty and staff requisition;

·                  FERPA authorization;

·                  Transcript evaluation; and

·                  Tuition payment agreements.

Functions can be customized so, for instance, some can be accessed on mobile devices and others cannot and to accommodate the varying demands for authorization. Once each process is complete, built into the system is archiving of documents on a predetermined retention schedule designed to meet compliance requirements.

Functions can be customized as per need; this system also fulfil the needs to meet requirements that are required for compliance. Like it has characteristic for record management, where the system can archive documents on predefined retention schedule.

Texas University is one of the pioneer user of Laserfiche which share the services across 11 campuses, 3 state agencies and a healthcare centre. They are very satisfied as they stated that Laserfiche BPL saves their employees valuable time which allows them to invest that time in other productive operational duties in efficient manner.

Source: Laserfiche Debuts Higher Ed Package of Business Automation Processes

What are the most highlighted benefits of using document management system (DMS)

Organizations will ask the benefits of document management systems to them before investing into new technology. But like any other tool Document management system DMS rests entirely on how to use it. There are several advantages on using document management system :

1.       Reduce mailing costs :

                                      It is the most basic impact on every organization, before the usage of document management system you will have mailing costs to pay. But after using this software you will have few costs or maybe no costs in some situations. The costs will reduce up to certain point which will affect the efficiency of the business and it will increase on higher levels.

2.       Enable staff to work more efficiently:

                                                            Efficiency can’t be measured through dollars but yeah in some cases it can be. The HR department might hire employees to manage the company increasing department staff. However using DMS the HR department will be able to automate  posting jobs on third-party career sites, data entry and filing. By automating these manual tasks the HR department was able to hold off on hiring new team members.

3.       Minimize the risk of Record keeping Fines :

                                                                       A quality DMS does more than just help you go paperless. Beyond eliminating the need for employees to take time manually filing records, it can also help you comply with recordkeeping requirements.

These are some major and highlighted advantages for any organization of the benefits of using and investing in Document management system (DMS). 

Source : 

5 Ways Document Management Systems Can Improve the Bottom Line

what are the basic Reasons to Manage Contracts with Document Management Software???

Contract management can be a paper-heavy and time-intensive process due to excessive contract length, revisions and approval steps. In addition, contracts must be stored in an easily accessible place so that they are available for reference at any time until they expire or are renewed. Here are five reasons why a document management system is a great tool for contract management.

1. Decreased Costs

Storing contracts in an electronic repository results in decreased storage, printing and courier costs. Contracts can be shared by email or through an online web portal—eliminating the need to ship huge packets of paper. They can also be signed electronically, eliminating printing completely.

For example, Arquivo Digital manages contracts for vehicle financing in Brazil. By automating contract management, contracts can be scanned in at any location—including the depths of the Amazon jungle—and accessed immediately through an online portal.

2. Central Control

It is possible to store all versions of the same contract in one document, ensuring that the newest version is always the one being accessed and revised. Different levels of contract access can be granted to different individuals. For example, the legal counsel will be able to edit the contracts while the records manager may only be able to read the content.

For example, Fairfield Industries uses an ECM system to manage valuable contracts related to seismic equipment. The system gives the organization the ability to provide the landman with instant access to the documents he needs—while still protecting confidential information in compliance with regulations.

3. Improved Accountability

Electronic contracts stored in a repository can be accessed from any computer or mobile device. Making contracts so easily accessible leads to improved accountability over stipulations and conditions, since a contract can be viewed at any time. For example, United Road Towing scans all documents related to towed vehicles into an ECM repository and makes them available to its customers through an online portal. Customers can access the towing contract and all related documents on the same day as the tow, eliminating any confusion regarding the conditions of the tow.

4. Increased Productivity

Reviewing and approving contracts is faster when an electronic contract arrives in your email inbox rather than a hard-to-sort stack of paper delivered via a courier service. Even if the recipient is out of the office, he can review and sign the contract from a mobile device.

souce : 

https://www.laserfiche.com/ecmblog/5-reasons-to-manage-contracts-with-ecm/

What are the key benefits of Document management?

Document management is a software which stores documents easily in folder structures. Through this software we can find our documents in a précised and orderly manner, we can find our documents within an organized folder structures. It happens with all of us. Our documents get misplaced and we spend hours to find it which is time consuming, with the help of this software we can store our documents and review them on a long term basis.

Employing a document management software hosts certain advantages:

Document / File repository

It serves as a central repository for all your documents which can be accessed anytime, reviewed, changed and even share with others.

Anytime wherever access

With this document management software user can access their documents whenever and wherever regardless of any device used which is particularly handy.

Better organization

With tags, categories, sub categories, and meta data to mark your files and documents, and becomes very easy to recognize, organize for future.

Time cost efficiency

Employee efficiency is time saving and money saving because documents are saved electronically no manual work is required.

File sharing

With DMS, users get to share their documents with colleagues, regardless of their location. They control with whom to share documents with and files can also be shared through links or maybe publishes on web.

Document management allows users to gain high advantages by saving their important data and documents in an electronic and useful way for long term. 

5 Reasons to Manage Contracts with Document Management Software !!

Contract management can be a paper-heavy and time-intensive process due to excessive contract length, revisions and approval steps. In addition, contracts must be stored in an easily accessible place so that they are available for reference at any time until they expire or are renewed. Here are five reasons why a document management system is a great tool for contract management.

1. Decreased Costs

Storing contracts in an electronic repository results in decreased storage, printing and courier costs. Contracts can be shared by email or through an online web portal—eliminating the need to ship huge packets of paper. They can also be signed electronically, eliminating printing completely.

For example, Arquivo Digital manages contracts for vehicle financing in Brazil. By automating contract management, contracts can be scanned in at any location—including the depths of the Amazon jungle—and accessed immediately through an online portal.

2. Central Control

It is possible to store all versions of the same contract in one document, ensuring that the newest version is always the one being accessed and revised. Different levels of contract access can be granted to different individuals. For example, the legal counsel will be able to edit the contracts while the records manager may only be able to read the content.

For example, Fairfield Industries uses an ECM system to manage valuable contracts related to seismic equipment. The system gives the organization the ability to provide the landman with instant access to the documents he needs—while still protecting confidential information in compliance with regulations.

3. Improved Accountability

Electronic contracts stored in a repository can be accessed from any computer or mobile device. Making contracts so easily accessible leads to improved accountability over stipulations and conditions, since a contract can be viewed at any time. For example, United Road Towing scans all documents related to towed vehicles into an ECM repository and makes them available to its customers through an online portal. Customers can access the towing contract and all related documents on the same day as the tow, eliminating any confusion regarding the conditions of the tow.

4. Increased Productivity

Reviewing and approving contracts is faster when an electronic contract arrives in your email inbox rather than a hard-to-sort stack of paper delivered via a courier service. Even if the recipient is out of the office, he can review and sign the contract from a mobile device.

5. Simplified Records Management

Electronic contract storage simplifies records management in multiple ways. Records managers can be automatically notified when a contract is close to expiration, so that they can earmark it for renewal or automatic archival.

Keeping contracts in an electronic repository also simplifies compliance with records management regulations, as appropriate retention can be applied automatically. Stewart Enterprises juggles different regulations for its contracts and facilities across the country. Storing contracts in an electronic repository allows the company to track and store documents in compliance with these regulations while still giving employees access to the documents they need to work with a client’s file.

for more information please visit this link given below : 

https://www.laserfiche.com/ecmblog/5-reasons-to-manage-contracts-with-ecm/

Does Your Office Need to Go Paperless?

Going paperless is about more than throwing out the office memos and making fewer copies. It’s a big picture shift in the way an organization operates.

This seven question quiz will quickly tell you whether adopting a paperless document management system is right for your office.o learn more about paperless document management software and determine whether it is right for your organization, get your free copy of the Document Management Buyer’s Guide.Some of the products and services listed on the Laserfiche Solution Exchange were not developed by Laserfiche. The recommendations and opinions expressed on the Laserfiche Solution Exchange are those of the person or persons posting the recommendations only, and they do not necessarily represent Laserfiche's opinion or recommendation of the product or service being reviewed. Laserfiche disclaims all liability resulting from your purchase or use of any non-Laserfiche software product or service listed on the site.

for more information visit the link given below : 

https://www.laserfiche.com/ecmblog/quiz-does-your-office-need-to-go-paperless/

The Beginner’s Guide to Document Management Software!!

Why Should My Organization Care about Document Management Software?

Streamlining business processes and increasing efficiency are fundamental concerns for any organization, regardless of its size or industry. By implementing document management software, business owners can realize many benefits that noticeably improve organizational efficiency.

Document management software revolutionizes the management of information, making it possible to:

• Manage millions of documents and retrieve the right one in seconds
• Share documents with colleagues while protecting confidential information
• Automate time-consuming manual processes
• Access documents on your smartphone or tablet while you’re away from your desk
• Back up files and records for disaster recovery . Managing documents in an organized, shared repository allows users to retrieve critical information with a single search.

for more information visit the link given below : 

https://www.laserfiche.com/ecmblog/the-beginners-guide-to-document-management-software/

10 Things to Know About Document Management in the Public Sector!!!

Are paper-driven tasks taking longer than they should? If yes, it may be time to modernize your business processes with document management. In the following infographic, the Center for Digital Government (CDG) compiled survey responses from 203 state officials regarding their use of document management solutions. It’s not surprising that over 80 percent of respondents agree that document management is a priority. Get informed about the 10 things you need to know about document management in the public sector.Some of the products and services listed on the Laserfiche Solution Exchange were not developed by Laserfiche. The recommendations and opinions expressed on the Laserfiche Solution Exchange are those of the person or persons posting the recommendations only, and they do not necessarily represent Laserfiche's opinion or recommendation of the product or service being reviewed. Laserfiche disclaims all liability resulting from your purchase or use of any non-Laserfiche software product or service listed on the site.

For more information the link is given below : 
https://www.laserfiche.com/ecmblog/infographic-10-things-to-know-about-document-management-in-the-public-sector/

3 Ways to Promote Government Transparency Using Laserfiche ECM this Sunshine Week !

Every March, the national Sunshine Week initiative brings government organizations, media groups, nonprofits, civic groups and other members of the general public together to discuss and promote open government in the United States. The initiative always coincides with President James Madison’s birthday on March 16, because Madison was the founding father who was the most adamant about the need for the government to have checks and balances.

Government transparency is an important part of democracy, which is what Sunshine Week aims to celebrate and protect. The public’s right to know creates accountability for organizations and keeps citizens informed of how their government is operating.

However, it’s not always easy for agencies to respond to records requests in a timely manner. As Maureen Reynolds, Tompkins County Clerk, said “People think the government is hiding information. It’s not that we’re hiding it, we just can’t find it!”

Many government agencies have turned to Laserfiche enterprise content management (ECM) for help. Whether you’re looking for information related to CIA cafeteria complaints or court case files, it’s important to expedite the process and deliver the information in an efficient, compliant manner.

Here are three ways Laserfiche ECM can promote government transparency and save time for your organization:1. Create a public document portal

The ultimate solution to a backlog in public records requests is a self-service model.  Using Laserfiche ECM, government organizations can post select public documents online, which allows citizens to quickly and easily access commonly sought information on-demand.

The City of Fontana, CA, implemented a public document portal when citizens and media groups were seeking information about proposals to build two local big-box stores. By letting citizens locate the documents themselves using the online portal, city staff saved an estimated 10 to 20 hours per month that otherwise would have been spent manually responding to these public records requests.2. Integrate Laserfiche with other applications to improve information usability

While posting documents online can be helpful, in some cases, it can be even more user-friendly to attach the documents to another application or website so the information is being delivered in a suitable context. For example, attaching land use documents and permits to a mapping application can help businesses and land-owners easily locate the information relevant to their parcel of interest. Citizens don’t always know the parcel number they should be searching for when locating documents, but they will be able to locate the area on a map, and click on the parcel to pull up the relevant documents.

Skagit County, WA implemented a system where citizens and businesses can identify parcels of land using their phone’s GPS location and pull up permits and assessment documents based on the location. This tool, called iMap, receives over 7,000 hits a day and is used heavily by bankers processing home loans, real estate professionals and even pizza delivery drivers. In addition, county staff has benefited from heavily reduced lines for records requests, and citizens have been pleased by the accessibility of information.

3. Create an e-form to capture public records request information and automate notifications

Using Laserfiche Forms, governments can quickly fulfill requests for documents that aren’t available online, which helps organizations comply with public records legislation. For example many public records laws (often called FOIA or FOIL) set strict timelines for responding to a request. By collecting public records request information via an online form, notifications can be automatically routed—and stakeholders updated—as the process progresses.

So, when a citizen files a request, the responding department is immediately notified of the new request via email. Then, upon receipt of the request by the responding department, Laserfiche ECM will send an email to the citizen stating that the request has been received and will be responded to within a given time period. This helps cities, counties and state agencies maintain compliance with public records mandates while expediting the process of administering the request.

The City of Ithaca, NY, uses e-forms to collect public records requests, and since implementing this process, has seen a 35% reduction in the time it takes to respond to requests. Given that the city receives over 1,000 requests annually, this equates to over 7,000 hours saved each year!

for more information visit this site : https://www.laserfiche.com/ecmblog/3-ways-to-promote-government-transparency-using-laserfiche-ecm-this-sunshine-week/

5 Ways Document Management Systems Can Improve the Bottom Line !

How much will a document management system actually benefit my organization’s bottom line?

That’s a common, reasonable question every organization should ask before investing in new technology. But like any other tool, the impact of adocument management system (DMS) on the bottom line rests entirely on how you use it.

While ROI isn’t necessarily a hard, universal number, here are some ways other organizations have improved their bottom line with document management systems.

Reduce Mailing Costs

This is likely the most immediate impact on your bottom line. Before using a document management system, you will have mailing costs. After implementation, you will have none, or very few. This is exactly what happened to the Canadian Seed Growers Association (CSGA).

CSGA previously had to mail paper forms to seed inspectors across Canada, racking up hefty postage bills. Using electronic forms to streamline these back-and-forth exchanges, CSGA significantly decreased postage costs.

In fact, CSGA completely eliminated the need to mail anything—and the three weeks’ worth of transit and processing time per application—saving approximately $10,000 in postage, not to mention 300 man hours in labor.

for more information : https://www.laserfiche.com/ecmblog/5-ways-document-management-systems-improves-bottom-line/

How Do You Build a Business !

Great business cases contain objective, compelling and effective information that allows senior managers to choose the projects with the best financial returns for their organizations.

Say you want to implement an enterprise content management (ECM) system. Your business case for purchasing the system could be that it would improve customer satisfaction, reduce onsite and offsite storage costs and require less time to complete routine tasks.

But depending on your organization, the steps to build that business case could be highly structured or relatively brief. Here are a few key points to consider as you build your business case.

Build your team

Building a cross-functional team allows you to examine solutions from multiple angles. Otherwise, you run the risk of developing a solution from one particular point of view—most likely your department’s—and overlooking a better solution or important costs and benefits.

Keep your group small—no more than six people if possible—so you can efficiently work out the best solution. Include the following types of team members:

• A financial representative. Someone from Finance can help establish current costs and benefits, and make accurate projections.
• Beneficiaries. Beneficiaries feel the pain you’re trying to solve, so addressing their concerns is important. Just remember that they might not always be objective!
• Someone who works with customers. If customers feel the pain the most, or if the proposed solution will affect them, include someone who knows what they care about.
• Experts from your network. If you can’t get all the information you need from the people you work with, reach out to your network of connections, vendors and partners.