go near paperless! lana olmer account executive softdocs...go near paperless! lana olmer account...

RMUG 2014Laramie County Community College

Go Near Paperless!

Lana Olmer

Account Executive

Softdocs

1

This presentation is CONFIDENTIAL and property of Softdocs, Inc. It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.

© 2011 Softdocs, Inc.

Who Are We?

• Privately-held software developer

• Based in Columbia, SC

• Founded in 1994

• Over 600 customers

• 99.8% customer retention rate

• Listed as one of Inc 5000s fastest growing companies in America



No longer if, but when



Do you want…

A document imaging solution?

or

To go paperless?

(There’s a difference…)



A document imaging solution…

• Provides you with a secure, centralized place to index and archive scanned documents

• But… you still have to scan!



By going paperless…

• You cut out paper from the source itself

• Work smarter, not harder.

• Cut out the unnecessary.



Learn from Lucy



Diagram of Offerings

Your ERP

Doc e Serve

Custom Output

Doc e Scan

Imaging and

Archive

Doc e Fill

eFormsand

Workflow



How do you cut out paper?

• Capture & Import• ERP Output• Communications Management Output• Transcript Data• Documents from other software• Capture and use data in Doc e Scan without having to manually

enter it

• Use technology to eliminate “touches”• Eliminate paper-based forms campus-wide--use eForms

• Admissions• Financial Aid• Student Records• HR• Finance

• Eliminate time-intensive processes as possible• Don’t manually index• Use email when you can



How to Best Implement a Content Management Solution?

Don’t (make yourself) Scan(anymore than required)



While the notion is great…

• In reality, there will still be some inbound paper documents



If you have to scan, then Auto File

• Use Softdocs’ Auto File to file your physically scanned images

• Reads a your ERP Screen for:

• Student or Employee ID

• Last Name

• Document type

• Document date

• Etc.

• Places information in key fields and indices



Look familiar?



eForms & Workflow

• Use Doc e Fill to digitize and automate your business processes

• Eliminate the need for manual, paper-based form creation, routing, delivery and approval

• Drastically reduce form processing time

• Stop keying form data in your ERP



eForms & Workflow: Human Resources

Processes• Applicant Tracking• Position Tracking• New Hire• Performance Management• Career Development• Benefits

Forms• Leave Requests• Direct Deposits• New Position Requests• Change of Name/Address• New Hire Checklist• Verification of Experience• Interviewing

Tips/Techniques• Re-Assignment• Pre-Dismissal Checklist• Employee Termination• W4, I9, W2



eForms & Workflow: Finance & Accounting

Processes• Purchase Requisitions• Invoice Approvals• Expense Reports• Period-End Reporting• Fixed Assets

Forms• Purchase Requisition• Expense Report• Mileage Reimbursement• Business Credit Card

Request• Fixed Asset Transfer• Fixed Asset Retirement• Budget Transfer Approval• Property Damage Report• Vehicle Request• Inventory Requisition



eForms & Workflow: Student Services

• Financial aid application & award processes

• Admissions processes

• Change of major processes

• FERPA management

• Enrollment verification



If you have emails, then file them automatically!

• Use Softdocs’ e-Comm Capture to automatically capture and file emails and their associated attachments

• How it works

• Messages are sent to a departmental monitored mailbox

• Emails are examined for indexing/filing properties

• Emails and their related attachments are then automatically captured, imaged and filed in the appropriate student, vendor or employee folder



If you must use paper…

• Shift the burden away from your office staff

• The Softdocs Self Scan Station

• Allows students to scan their own documents through an intuitive, touch-screen interface

• Shortens lines and allows for desk staff to use their time to help rather than scan and file

• Scanned documents can be reviewed when ready



Demo

Let’s see how some of this works!



Diagram of Offerings

Your ERP

Doc e Serve

Doc e Scan

Doc e Fill

Distributes final output to recipient via printer, fax or e-mail

Print jobs are automatically filed by employee, vendor or student in Doc e Scan

Physically scanned documents

Electronic forms and workflow to students and employees

Electronic forms are automatically filed by employee, vendor or student in Doc e Scan

Imported images from microfilm, microfiche or other imaging systems

Customize print job before printing

Print jobs go to print queue

Sends & receives info

View documentsFile documents based on content

Email and attachments



Questions?