Keeping Sensitive Information Safe

Between online shopping and companies that require our Social Security numbers to sign up for practically everything - there is more risk than ever that our private information could become very public.            

The two things that worry me most are paper & people. Call me paranoid, but consider this:

Let's start with paper. If you are asked to fill out a paper form, how do you know who sees the information? Where does that form go in the process and how it is stored or destroyed? I'm very skeptical that each time I've given information in this way that it is destroyed after it serves its purpose.

Then I think on all the times I've had to give Social Security numbers, mothers middle name or other pass code info over the phone-  what if THIS is the day that this particular customer service rep has reached the end of their rope - and is walking out the door with my info and others.

What gives me more confidence? When I know my information is redacted. And not just by a person with a marker. Automated Redaction Software can be set up to "blackout" the sensitive information in forms and on other documents. Allowing only the right people to see that actual information and making sure that my information doesn't get printed out by a rogue employee and walked out the door.

Are you dealing with customer's sensitive information as part of your daily process? Are you interested in hearing how Automated Redaction Software can make you breeze through audits and also assure those customers that you have their best interests in mind?

sales@psiimage.com / 215.266.0848

iPad, iPhone & Android Integration for OnBase - View Scanned Documents with your Internal Systems

iPad, iPhone & Android Integration for OnBase - View Scanned Documents with your Internal Systems

iPad, iPhone & Android Integration for OnBase - View Scanned Documents with your Internal Systems

• Recommend

Product Overview

Using iPads, iPhones and Android devices just became even more powerful with OnBase integration. Now you can access your internal systems (homegrown, ERP, Lawson, etc), AND view scanned documents on your device. No longer must you have an alternative method (like Fax or a large email attachment to keep work moving ahead). If your away from the office or if you're at a client site, you can easily do the same detailed level of research  immediately, vs. waiting to return to the office and following up later.

• Access scanned documents from device
• Work from anywhere, at any time
• Link into your own existing systems
• Eliminate delays - look up items on demand

Clinical Laboratory Services

Last week Paperless Solutions released a new product sheet for Clinical Laboratory Services.
Here are some of the best aspects of our services for this industry.

Automatically Index with Barcodes Use the same barcodes you print for samples	Retrieve & View Documents with a Single Key No need to leave your lab system to view documents
Multiple Users View Documents Simultaneously Technicians, Billing - all viewing at the same time	Redact Sensitive Information While maintaining original unaltered copy
Streamline Litigation Pack Processing Gather the information you need quickly and efficiently	Annotate Documents Electronically With highlights, notes, etc.
Restrict Access to Documents & Functionality Based on specific roles or departments	Ease Audits With a secure repository, permissions & audit trails

Interested to hear more: Contact us at 215.266.0848 or sales@psiimage.com

What to do on Nov 7th- Drive Efficiency in Govt.

What to Do on November 7th – Driving Efficiency in Government

// October 5th, 2012 // Terry Jones/ Affordable Housing, Document Management, Enterprise content management,Finance & Administration, Government, Health & Human Services, IT, Justice & Public Safety, Mobile,Public Works, Software as a Service, State and Local Government, Uncategorized, Workflow // Terri Jones

During an election year, the phrase “improve government efficiency” is heard and promised, usually with little detail provided. That’s because until you work in an agency, it’s hard to really understand what efficiency is, let alone how it would improve your working environment. At the same time, there is wide acceptance that technology is essential for government transformation. However, at times there is little guidance regarding how technology can drive your government organization toward that misty and often elusive goal of “efficient government.”

As an IT director, what happens when you wake up on November 7^th to face new directors, commissioners, mayors or governors who were elected on a platform of improving government efficiency? When you’re asked to contribute to briefings for newly elected officials and you sense the opportunity to improve your organization and provide some direction, how do you explain efficiency in government?

Here are three ideas to keep in mind:

1. Time to retrieve – Addressing the time it takes to retrieve critical documents and the information they contain is one of the strongest and most basic ways to improve government processes. Consider how long it takes your staff to find the information needed to move the day-to-day tasks forward. How much time is spent searching for documents instead of focusing on more important tasks?
2. Time to process – One of the reasons improving efficiency is common during election years is because of the time it takes to complete government processes. However, current revenue struggles in government have led to even fewer staff members available to complete processes like human service eligibility, plan reviews and public records requests. Typically, it’s the speed – or lack of it – of government processes that lead to candidates running on an “improve government efficiency” ticket. As a result, targeting ways to speed up these processes despite staff cutbacks will be a winning strategy for efficiency-minded officials while also relieving the pressure on your overworked colleagues.
3. Time to take action – Decisions regarding courses of action define government. How can technology make sure these important decision points aren’t lost in the pile of work? When speaking with newly elected officials, it’s important to consider how long it takes your organization to address problems, issues and requests. Despite backlogs, government must address emergencies – such as child welfare and traffic accidents – in a timely manner.

Now, let’s say these ideas really resonate with your incoming elected officials. Next, you’ll be asked to propose ways to drive efficiency using technology. Consider the value an enterprise content management (ECM) solution offers. Typically, government has a split between data in department solutions and the documents that drive and record actions. Government must utilize ECM to contain costs and position itself to be the mobile, transparent and engaged force that constituents demand.

Here are two ways ECM can improve government processes:

1. Integration – An ECM solution connects all of your data systems and the documents that drive government. When you integrate systems, staff instantly access information, reducing the time spent retrieving information from days and hours to seconds. And, with codeless integration tools, government can implement it affordably across all departments as time and budget permit.
2. Automation – With ECM, government can use workflow automation to route critical work, notify staff of important tasks and digitize paper moving through agencies. Not only does this reduce the time needed to complete these processes, it also allows overwhelmed staff to focus on more important tasks like improving constituent services.

So, this election year, when you are asked to drive efficiency, think about how ECM can make government more efficient while also helping newly elected officials propose and support the technology investments government needs today and in the future.

Trimming the FAT - Lean Initiatives & Lean Business

We all have our own battles with FAT- the good majority of us are always looking to trim a little here and a little there - and now analysts are telling us that once again 2013 will be another year of trimming the fat from  businesses. Here is Paperless' take on effective trimming.

At Paperless Solutions we don't see lean business as a daunting task - unlike how we view diets.

Creating lean business processes are a key aspect of our software solutions. And unlike most software in the ECM (Enterprise Content Management) space, the OnBase Software we use is modular - so you only buy the module that addresses the problem you are looking to solve. Then when you want to expand the paperless process or improved workflow further - you add on. So you won't be stuck with a bunch of functionality in your software that you will never use ( "Fat with software").

When evaluating lean initiatives, the ROI (Return on Investment) must be considered - with ECM, you get ROI in many buckets- some very visual (less paper being purchased, recycled, thrown away, printed; fewer copiers, repair people, toner, paper jams); and other ROIs that must be bench-marked in advance (time to respond or complete actions or orders, projects, approvals; accuracy) etc.

So, as with diets, planning  is key to success with lean initiatives, first you must understand what business process needs trimming, then get a solution that addresses that issue, without re-distributing the fat elsewhere (fat with software). And, before getting started you must define a way to evaluate success once your project is completed - and actually carry it through. Just imagine how slim your business will look when you can show the before and after!

215.266.0848 / sales@paperless.com

Sustainability- does anyone care? Part 1

We hear a lot of talk about Sustainability - or the responsible use of resources. But does anyone REALLY care? With the state of the economy the way it is - why worry about Sustainability?

Sustainability has largely been focused on the manufacturing industry. But there are many EASY ways that each business, large or small and each one of us can make SMARTER decisions with our resources- call it sustainability or not - it's just about working smarter.

One thing we all have in common is paper - and you might as well start there.

It's a fact- it is mailed to us, handed to us, piling up around us at home in the form of bills, flyers, magazines, and art that our kids made that we can't quite bring ourselves to throw away - and in our offices in filing cabinets, folders, drawers, and perhaps also in offsite storage.

Well in our office, we don't have much paper - in fact if any place has grasped the idea of a "paperless" office it can be seen at our place. We don't print things that we can read on the screen and we use small notebooks for jotting down notes (and for some of us, to-do lists and whatnot). And we also recycle the paper that is a by product of our Imaging & Conversion Services (that is the process of prepping, scanning and indexing documents for use in your ECM solution).  Even our Sr. Sales Engineer uses an iPad when on sales calls - which gets an incredible amount of attention I might add.

So once you get past the paper part- which maybe your office has, what Sustainable goals can you have?

http://www.psiimage.com / sales@psiimage.com / 215.266.0848

24/7 Access - Allowing Customer Self-Service

Today's customers have grown accustom to self-service - and now it's time for self-serve Government.

As customers we expect to be able to get the information we want on our own schedules. Many of us simply like the idea of not needing a human to get what we want - maybe it's antisocial behavior or perhaps the fact that every time we speak to a representative they give us the same long pitch to sell us something.

What ever the case may be, we have naturally grown to expect our local Government to follow suit. If you consider the benefits to both government workers and the constituents, you wonder why there is even a debate or delay - (or perhaps you know the answer to that). Consider a few benefits:

e-Filing of Civil Cases Online - 

Benefits to ProSe ( Joe Public to the rest of you) & Attorneys

• No need to actually go to the courthouse (no you don't have to take off work to make it between 9-4 Mon-Fri); find parking; go through security; stand in line; get inquisitive looks from other filers- etc.
• Pro-Se filers- you can actually file yourself (and have a guide that leads you through what is needed Caveat- to some extent- it won't give you legal advice)
• You can file from ANYWHERE - at ANY time

Benefits to Government Staff

• Ease of scheduling and organizing workflow- they no longer have to wait for customers at the calendar or for the mail to be delivered
• Previous data entry is alleviated as it is done by the filer- reducing mistakes and speeding up processing

Accessing Public Records online - 

Benefits to the Public

• View any public records from anywhere at anytime
• Receive the materials electronically, which is how you will inevitably need them to email or save, etc.

Benefits to Government Staff

• No need to process the request, no researching, copying, mailing - Citizen was able to get the information they need & you didn't have to interact at all!

https://www.psiimage.com / 215.266.0848 / sales@psiimage.com