Keeping Employee File Management on Track with OnBase

We’ve been chatting a lot about how to keep your human resources department on track with OnBase. There was that one time we had a coffee chat over recruiting with Christy and Crystal, and just last week we leaned in with Leanne about the onboarding process. So far, your seamless transition from recruitment to onboarding has your talented new hire in the office and on-the-go from day one.

So what’s next on your HR personnel’s docket? Managing your growing team members’ files, of course.

But before we get into nitty-gritty functionality, let’s circle back with Leanne, human resources manager at ImageSoft, for her experiences using OnBase for file management.

Leaning in with Leanne: Employee File Management

 

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Tell Me More

Just as Journey drums up all the right compositions for Leanne, OnBase’s versatile functionality is music to the ears for HR personnel! Take a skim through OnBase’s most talked-about features.

Instantaneous Document Retrieval

Paperwork, paperwork, paperwork – in years past, this was the interior design of almost every HR office. And their daily routine? Searching through and for paperwork, paperwork, paperwork.

But with all documents and employee files stored digitally in one centralized hub, and having that hub (AKA, OnBase) integrate with every organization’s human resources information system (HRIS), HR personnel can quickly key a search and pull files almost instantly, all without leaving their familiar interface. Doing so fizzles training time for new software down to a minimum, and allows HR to spend more time on higher-value endeavors, like employee retention.

Visibility and Compliance

With real-time reporting updates and a bird’s eye view of missing documentation, OnBase makes it easy for HR personnel to identify missing documents, and/or identify and quickly resolve other compliance issues.

And when auditors come knocking (and you know they will), you will already be prepared. Rather than scrambling to make copies upon copies for the auditor, simply grant them temporary access to OnBase and allow them to self-serve all the information they need. Or if you don’t want auditors lurking in your OnBase system, you can easily export any of the relevant documents to ShareBase, a secure enterprise file sharing tool that tracks all access and interactions.

Security

With OnBase, HR personnel control where documents are stored and who has access to that information. For example, staff can be granted access to view only their I-9 and other personal documents. And with a full audit trail of every document’s activity, staff members are always held accountable and information breaches are no longer a “thing.”

Not to mention that strengthening the integrity of your file security measures with a secure enterprise content management system (ECM) like OnBase speaks to how much your organization values its staff’s safety and establishes trust from the get-go.

Interested in Keeping Pace with OnBase?

Check out this PDF, this case study, this PDF, or just check out the webpage that has all three and then some.

And if you get tired of reading, we’re always happy to chat over the phone or in person.

We Want to Hear From You!

On a scale from “help!” to “handled,” how well is your HR office managing its documents and files?

Tell us in the comment section below. We actually do read your comments – promise!

Just When You Thought Software Development Couldn’t Get Any More Social

Leave it to ImageSoft to break the stereotype. Well, kind of.

When You Have Too Much To Say

This is where it all started. If you know anything about us, you know that once we start chatting about paperless anything, it’s difficult for us to stop. Similar to those cassette tapes we keep trying to discourage, it’s too easy to wind us up and listen to us go.

That’s why we started #ThePaperlessPodcast, but that’s a different story for another blog. Stay tuned!

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Here’s the Down Low on What You Need to Know

As you know, ImageSoft generally serves three, very news-worthy industries: courts, government and insurance. Try squeezing industry news for all three of those communities on one LinkedIn platform – oh wait, we already did. And it wasn’t remotely close to our efficiency standards, so we had to pivot.

And for all of you thinking about Ross and his couch thanks to the mention of “pivot,” the answer is no – we’re not above shameless Friends plugs, like the one that introduced our new government showcase page last week.

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Deciding to practice what we preach and jump into the modern way of reaching the right people with the right information, three ImageSoft showcase pages have been born.

Show Me the Case for these Pages (see what we did there?)

Government: If you spend your days serving human resources needs, the lines at the secretary of state, or helping people achieve affordable housing, this page is for you. We’ll regularly post videos, blogs, articles, case studies, and more on the latest in government-focused trends. Give it a follow and find all the latest-and-greatest in news-you-need-to-know right on your LinkedIn newsfeed!

Courts: For all the judges, clerks, prosecutors, and court admins trying to emancipate from paper, our court solutions page is where you want to land for all things eFiling, eBench, OnBase, paperless prosecution, improved access for self-represented litigants, and everything else you need to succeed as a paperless court.

Insurance: Because premium isn’t just a policy – it’s a way of doing business. Our insurance-specific page showcases the digital transformations that are supporting insurance agencies and underwriters with reduced operational costs and faster, more efficient processes. Also known as OnBase.

ImageSoft, Inc.: To the more than 2,200 LinkedIn users currently following our home page – thank you for liking, sharing and commenting on our punny posts. Despite working with computers, the ImageSoft team is made up of real people, and we like showing them off. So our home-base will now be a 24×7 feature of our dry humor and everything #ImageSoftLife related. You’re welcome.

Where To Go From Here

If you’re not already following the ImageSoft showcase page that best fits your industry’s needs, go do that first. Then maybe check in with us on Twitter or Facebook, join in on a conversation, or tell us what you’d like to see more of.

Speaking of conversation…

We Want to Hear From You!

It’s true! As much as we like to talk, we’re also great listeners.

Social media seems to be the new norm for consuming news relating to almost everything, and that’s mostly because it’s easier now than ever before. You can be signed up on Facebook, Twitter, LinkedIn, Instagram, Pinterest, and YouTube, and you’re still just scratching the surface.

So, we want to know: which social platform(s) do you regularly skim to stay current with your industry’s trends?

Keeping Onboarding On Point with OnBase

As almost every human resources personnel will tell you, onboarding new staff is not the most graceful process – sometimes not even for the new hire! With so many boxes to check from the HR department to the hiring manager and even to marketing, it’s stressful trying to ensure that both the new team member and the organization have the proper paperwork and tools for success from day one.

Our own Leanne Eastman, human resources manager at ImageSoft, Inc., knows this hassle all too well. Starting at ImageSoft over 10 years ago, Leanne remembers when the holy grail for onboarding was just a piece of paper and a chicken-scratched step-by-step process. But there’s a reason she can speak with ease and confidence about our onboarding practice today, and it’s called OnBase.

Leaning In with Leanne: OnBase for OnBoarding

 

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A Closer Look at the Bigger Picture

As you heard, equipping HR personnel like Leanne with an integrative and intuitive tool like OnBase translates into an enjoyable onboarding experience for everyone involved. With their payroll setup, business cards printed, and an agenda of to-do’s ready before day one, new team members feel confident in the organization they’ve joined and empowered to hit the ground running from the moment they arrive.


The OnBase Functionality That Supports OnBoarding



Accountability by Automation

With a signed offer letter in their hands, HR can deploy onboarding responsibilities out to the necessary parties. With the click of a button, OnBase generates and sends checklists according to the new hire’s role, department and needs. The hiring manager, IT, marketing, and other internal training teams will receive their necessary marching orders and due dates, and can start on their tasks well before the new staff member’s first day. With automated to-do’s, HR personnel never has to worry that someone wasn’t contacted about their onboarding tasks and can keep up with each team member’s progress without continuous follow-ups. This keeps the organization’s preferred onboarding practice consistent and efficient throughout all its growth!

One Hub. All Your Information.

As anyone with a desk, file cabinet or car keys knows, digging for physical copies isn’t efficient, and can lead to critical details getting lost or forgotten. OnBase expands HR’s visibility into the onboarding process by centralizing and warehousing all necessary information in one, digitalized location. As team members from various departments work on their assigned onboarding tasks, they can enter and access the information that is relevant to them with just a few clicks. Aside from keeping everyone on pace with their responsibilities, this functionality also allows HR personnel to see how the onboarding process is progressing, identify and fix bottlenecks, and follow-up where need be.

Integrative and Confidential

Teamwork really does make the onboarding dream work, which is why OnBase was designed with integration in mind. Able to integrate with your organization’s payroll, Human Resources Information System (HRIS), and other key systems, OnBase ensures everyone maximizes their time and effort even amidst the onboarding process.

And while this all sounds ideal from a workflow perspective, we know it sounds more like every HR person’s nightmare: breached confidentiality. But take a deep breath, because it’s actually the opposite. OnBase safeguards all its data and records by granting access only to parties with permissions. Because every OnBase user has their own view, he or she sees only what’s relevant and necessary to their role. And, just as our jobs change over time, so can permissions. Users can be granted or denied access to information at any time, even for isolated incidents like conflicts of interest.

Interested in Keeping Pace with OnBase?

Check out this PDF, this case study or this PDF, or just check out the webpage that has all three and then some.

And if you get tired of reading, we’re always happy to chat over the phone or in person.

We Want to Hear From You!

What’s your biggest challenge with the HR process?

Tell us in the comment section below. We actually do read your comments – promise!

Never Trust a Skinny Chef

At ImageSoft, we eat. A lot!

Never Trust a Skinny ChefNot only do we host regular lunch and learns catered by our favorite local eateries, we also have a snack bar, snack-stocked cabinets, and a variety of sodas and flavored waters to wash down your snacks. Not to mention that any reason is the perfect reason for an ImageSoft potluck. Or, in the case of the Michigan v. Michigan State game this weekend, a chili cookoff.

But our fun with food isn’t just because we like to eat (although that is a large part of it!). We’re all about commensality and sharing experiences with one another, and that includes our customers. Just like when you want to “wow!” your friends by cooking up that ridiculously delicious plate you’re notorious for, we want our customers to know about the similarly ridiculous tools that will blow away both their staff and constituents.


And we know they will, because we serve up OnBase to our own team members every day.


Coffee Chat with Crystal

If you know anything about ImageSoft (besides the fact that we love to eat), it should be our heart for OnBase® by Hyland. The technical definition of OnBase is that it’s the easily integrative, all-in-one tool for any government agency or administrative department that automates time-consuming, routine processes while providing a 360-degree view of all information, records and documents in one hub.

But, as customers of OnBase ourselves, we know you’re more concerned with where the rubber meets the road. So we caught up with Crystal Iverson, Director of Professional Services, who manages one of the largest departments at ImageSoft.

Despite being a busy lady, we were able to bombard Crystal’s office for a few minutes and get her off-the-cuff thoughts on OnBase from a manager’s perspective. And, of course, we brought food into it!

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Q&A with Christy

Christy SchultzChristy Schultz, Recruiter at ImageSoft, also relies on OnBase for much of her job role, which includes staying in constant and clear communication with managers like Crystal. Read on to learn about her dynamic experiences with OnBase and why you might have an unusual urge to redesign your home after becoming a regular OnBase user!

Q: How long have you been recruiting with ImageSoft? 

A: Come February, I will have enjoyed three years with ImageSoft.

Q: When you first started, what did the recruiting process look like?

A: My method for collecting resumes hasn’t really changed but, when I first started with ImageSoft, OnBase was only being used as a repository for documents, resumes, interview worksheets, etc. As ImageSoft grew, so did its needs, and we eventually expanded our functionality with OnBase, which has truly been a gift to our human resources department!

Q: When you learned you were switching over to a paperless recruiting path, what was your initial reaction?

A: Excitement! I did my homework and learned that everything I needed would be secure and organized within OnBase. I was also reassured that OnBase would be routing everything to the managers and notifying them of overdue tasks for me. Automated accountability has really supported my job and alleviated much of my job role’s previous stress.

Q: Things got easier with OnBase in its simplest form, but what happened when you upgraded to enhanced recruiting features? 

A: OnBase has streamlined and simplified the recruiting processes for both our managers and myself. All resumes are now pushed through to the managers via OnBase, where they receive a notification and can review the resume and all other relevant documents right from the system. If the manager decides to move forward with a candidate, OnBase notifies me with the candidate’s information so I can get the interview process started.

All our interview worksheets and offer letters are also completed within OnBase.  We’ve created a workflow that takes candidates through each phase of the hiring process from application to offer letter, ensuring that each step is followed and critical information is not overlooked. By ensuring all candidate information is readily updated and available for both me and the respective hiring manager, OnBase has tremendously eased the recruiting process!

Q: Are there any custom features that were built into ImageSoft’s HR platform that support ImageSoft-specific goals or an individual hiring process?

A: My dashboard is custom to the features I use most often and my needs as a recruiter. It allows me to easily track metrics and quickly capture the data I need to report to upper management.

Q: If you could compare OnBase to any person, who would it be and why?   

A: OnBase is like an interior designer/organizer. Like a designer, OnBase support reps will consult with you to find out what you’re looking for, come up with a design for you based on the discussions you’ve had, can customize OnBase’s interfaces and processes to your needs and preferences and, ultimately, help you organize and make life easier.

And just like designers who want to ensure you’re happy with their design, OnBase is pliable enough to continue supporting your changing needs throughout the years to ensure you stay current and updated.

Hungry For More?

We’re always willing to share an OnBase demo, even if you have don’t have snacks. But we won’t lie – it helps.

Contact us for more information on streamlining your government or administrative processes.

And be sure to follow us on LinkedIn, Twitter and Facebook to keep up with all our impromptu office interviews and #ImageSoftLife!

If You Give a Software Company a Branch Cutter

If you say “solution” within an ear’s reach of ImageSoft staff, you will make a lot of friends almost instantly and can guarantee none of them will fall short of conversation about solutions of every kind. But, for the third consecutive year, the ImageSoft family has (not gracefully) traded in their computers for branch cutters and banded together to turn its problem-solving strategies toward inner-city challenges that call on thousands of people to overcome.

Have You Met Life Remodeled?

Comprised of thousands of change makers-and-shakers, you probably do know someone who contributes to the Detroit-based catalyst that is rebuilding our city one neighborhood at a time. With blighted Detroit neighborhoods as the focus, Life Remodeled invests roughly $5 million into financially, materially, and manually remodeling a Detroit neighborhood each year. In the process, thousands of relationships are built among the volunteers who, despite coming from all different walks of life, can come together and share in this positive experience. 75 percent of Life Remodeled volunteers say their involvement has made them a better person, and we can vouch for it!

6 Days. 10,000 People. One Purpose.

liferemodeled-1This year, 25 ImageSoft team members contributed to the approximately 10,000 volunteers who are creating a safer community for the Durfee Innovation Society, which brings much entrepreneurship, employment and education to the city.

Taking the divide-and-conquer approach, ImageSoft lent its support to two days of the six-day project.liferemodeled-2

On Tuesday and Friday, ImageSoft team members smiled and laughed through sweat and bug spray as they cleared Detroit alleyways from overgrown trees, weeds and waste. Doing so also added visibility to dangerously-shadowed areas and, of course, revitalized the city’s environment.

“It was a really unifying experience for us as co-workers. Some of us work together every day and some of us have only emailed each other on occasion. Coming together as a team for a greater good not only brought us together outside of the office, but the community-focused environment was a great way to learn about the people we work with and all the cool things that different departments are working on,” said David Waling, Technical Support Representative and Life Remodeled Team Lead for ImageSoft.

“Even though the physical work was challenging, everyone’s positive energy and sense of purpose kept us going. I can’t wait for next year!” liferemodeled-3

They’ll Probably Ask How They Can Do More!

Because we don’t leave our software solutions often but, when we do, it’s to contribute to even more fulfilling solutions. If you or your company is on the hunt for a rewarding day for purpose and team building, we recommend you check out the Life Remodeled website and their twitter feed @LifeRemodeled to learn more.

And to keep up with all the cool things your favorite software development company is doing, follow us on LinkedIn, Twitter and Facebook!

Howdy from Nashville!

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Welcome to CommunityLIVE 2018!

As you’re reading this blog, most of our ImageSoft crew is kicking up dust in the nation’s country music capital for CommunityLIVE 2018.

CommunityLIVE? What’s That?

From September 9 – September 13, Nashville’s Gaylord Opryland is hosting Hyland customers for its annual user conference. As a Platinum Hyland partner and reseller, ImageSoft and many of its clients catch up at CommunityLIVE for a few days of networking, learning about the latest and greatest in the efficiency business, and having a bushel of fun!

Whether you’re an industry leader, IT professional or just a routine software user, CommunityLIVE has an agenda for you. More than 350 product training sessions showcase the latest knowhow among various products and offer industry-specific insights into the top efficiency tactics. System and IT administrators can tour numerous technical sessions and renew certifications, and executives will develop their business practices by hearing from current Hyland customers who have already overcome many of their industry’s efficiency obstacles.

In a nutshell, you will be inspired by what’s new and what’s next for your industry, but it will feel like you’re on vacation.

Find out Where Your Friends Are

Meeting fellow Hyland users and networking with industry leaders is all a part of the CommunityLIVE experience but, as Dolly and Kenny tell us, you can’t make new old friends. That’s why we make sure to catch up with our clients for a little while each day.

One-on-One Client Meetings

This week, ImageSoft clients will enjoy some one-on-one time with the familiar faces that have regularly supported their efficiency goals, as well as some of ImageSoft’s executive team. This 30-minute pre-scheduled meeting is basically for us to say “hey, what’s new?” We want to know how your current solution is serving you, what your vision for the future looks like, and how we can ensure you’re harvesting all the benefits possible from your solution investment.

The Morning Meet-Up

A casual breakfast to bring ImageSoft personnel together with our clients, the morning meet up is where we announce important information for the next few days, hand out a special gift, and wake our minds up with some southern culture trivia.

#TNOtonight

The Night Out (aka TNO, aka the-reason-you-came) is every ImageSoft customer’s favorite night of the week! Why? Because it’s a night of pure fun, and it’s all on us! This year, we’re kicking off the night with dinner and drinks at Studio A in The Grand Ole Opry before a boot-kickin’ concert at the Opry House. Not to brag, but we’re probably definitely going to nonchalantly walk past the backstage doors on the way to our seats. But no big deal.

Want to Tag Along?

Unless you can hop a plane in the next few minutes, you’re probably not making it this year. The good news is that you can still live vicariously through this year’s attendees and enjoy a glimpse of what CommunityLIVE is all about.

Catch up with all our excitement by following us on Facebook and Twitter. You can enjoy CommunityLIVE-specific posts by following these hashtag feeds throughout the week: #TNOtonight, #ImageSoftTNO, #ImageSoft, and #CommunityLIVE.

 

 

ImageSoft saddles up for CommunityLIVE 2018 in Nashville!

By: Kevin Ledgister, Marketing Manager, ImageSoft

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Have you heard about CommunityLIVE? If so, you’re as excited as I am. If not, you will be!

CommunityLIVE is a conference that Hyland Software hosts every year for both users and their partners who resell OnBase. I know I speak for many when I say I am super pumped for CommunityLIVE 2018 because we’re bringing our party to the Music City – Nashville! Make your plans now to join the fun September 9-13, 2018.

Not only is Nashville a terrific city (and where I call home) but every customer that we talk to about CommunityLIVE says that the destination is a big draw. As part of the team that helps to prepare for this event, I hope we have a record year for customer attendance.

But if you have never been to CommunityLIVE, you need to know what ImageSoft uniquely does to make a large conference of over 2,000 people feel personal, and how we create an environment for you to connect and build new relationships.

To give you a better idea of what ImageSoft brings to you through CommunityLIVE, I’ve included our general itinerary . Find out more information about the entire conference here.

Tuesday Morning Meet-Up

IMG_2137On Tuesday morning, we have an exclusive breakfast for our customers where you will have a chance to meet other customers, ImageSoft staff, and Hyland executives. We will provide you with additional details of events and logistics of the conference.

Dine with Us

You never need to eat a meal with a bunch of strangers unless you want to.

At every conference meal, ImageSoft staff reserves tables for our customers. Don’t worry, you will see us. Our staff wears certain colors on each day so you know where your peeps are. Nothing makes you feel like a VIP like walking into the dining area with attired staff waiting by your reserved tables. As you dine, you get to know other customers in the ImageSoft family and interact directly with our leadership team.

Pink_panthers70926Evening Activities

On those evenings when there are no planned conference events, we plan dinners and activities where you can relax, unwind, and have some fun. The last time we were in Orlando, we enjoyed an evening with our customers at a restaurant that hosted Irish line dancing. Oh, to be 21 again and dance like that!

Typically, Wednesday evening is TNO. – The Night Out. TNO is our big event for the week that is exclusive for ImageSoft customers. Past TNOs have included fun stuff like laser tag, a scavenger hunt, escape room games, and even a riverboat party. And if you don’t want to participate, you can still hang out with us.

As for Hyland events, we meet as a group, so we can commandeer a bus or have a landing spot for the evening depending on what we’re doing.NotSoMellowYellow70909

Stay in Touch with GroupMe

We use this free smartphone app, GroupMe, to keep us all connected, send out announcements in real time, and share photos. It’s also a perfect tool in case you need help with getting to a meeting spot or organizing something spontaneously.

Conferences are always better when you have people to learn, laugh, and lounge with. That’s why we do what we do, because to us, our customers are family.

What are you looking forward to at CommunityLIVE this year?

 

Riding the Momentum at Velocity 2018

IMG_0144.jpgOn February 28, ImageSoft hosted its premiere user conference, Velocity 2018 in Novi, MI, drawing participants from as far away as Yakima (WA) and Cleveland and as close by as Macomb County. It was a jam-packed day, filled with customer spotlights chronicling the long-term adoption of paperless processes by courts, municipal governments and private businesses.

ImageSoft’s Adam Rose served as an energetic MC to get the conference rolling. Launching the morning session was ImageSoft’s CEO Dave Hawkins, who spoke about the agility of ImageSoft’s user-facing products and how we’re eager to continue to check in with customers as we build better solutions. Dave handed off the mic to ImageSoft’s Business Development Director Vince Hanson, who was tested on his knowledge of employees vs. customers. As attendees introduced themselves, Vince encouraged them to share how many years they had been using ImageSoft and OnBase products and to describe the product’s coolest aspect.

Documenting the Cool

Perhaps the best “cool” feature was described by Therese Murphy from Yakima County District Court: she told us how a portion of the clerk’s work had been transferred to judges with the implementation of OnBase and TrueFiling solutions, and the judges were none the wiser…except for Judge Brian Sanderson sitting next to her.

Other attendees mentioned the end of overnight fees to send documents, the move away from paper and its storage, and no more lost files. In one municipal court, judges now hear cases without any paper files at all and use TrueSign features to validate signatures. Confirming that attorneys have actually filed certain documents has eased issues for judges in a local Michigan court. Northern Michigan attendees may win the prize for best improvement: they cut costs in half during the first six months of using ImageSoft’s solutions. In one of Michigan’s Circuit Courts, the clerks no longer get their daily workout from physically carrying files around the courthouse.

IMG_2370Industry Panel Highlights

Our Industry Panel shared significant insight into their implementation of paperless processes. Asked about the challenges they faced that pushed them to seek a better way, Cleveland Municipal Court IT Implementation Manager Nicole Fields described a common problem: they were running out of storage space to maintain paper files. Similarly, access to paper files was limited to one person at a time and documents were easily misplaced or languished in someone’s in-box. The court started “scan central” to scan and shred paper files and reduce storage costs. Bill Nichols, a prosecuting attorney in Michigan’s Monroe County, agreed and described how staff cuts and a desire to eliminate redundant entries motivated the county to automate workflow and documents.

Managing Change, Giving Advice

The panel members who were from courts spoke about ways of managing the change that comes from moving to a paperless solution using eFiling, case management, document workflow and management solutions. They suggested creating a team process, starting with judges or senior managers as champions, and showing how streamlining processes gives staff more time to devote to their core roles without having to manually push paper. Others, like Melanie Eskritt, Business Initiatives Consultant from Empire Life Insurance, agreed and suggested to listen to your users, dig deep but don’t push, and maintain constant communication and feedback. Allow time to design and test out the process and build in ways to personalize and customize the solution to the exact needs of the staff. A phased implementation is useful, especially to work out bugs and workflow. Add buttons, revise the plan, refine the workflow to best suit your individual needs. Focus on training.

Budget considerations took center stage and each panel participant described the challenges. Proving long-term benefits and demonstrating time savings can be a part of the strategy. Identifying how going paperless can ease backlogs and stop the loss of files can help. Nicole stole the show at Velocity when she said, “we can’t be like Oprah, you get a license and you get a license and everybody gets a license!” Limiting the number of licenses helps keep fees in check.

OnBase Update

Carolyn Kane started her update of what’s new and coming soon from OnBase by comparing it to the evolution of the cell phone – what was you first cell phone like?

Carolyn described OnBase17, new unity forms and the redesigned unity web client with greater accessibility built in. New options and new templates are now available for DocuSign, which enables e-signing of documents. OnBase now integrates with the Workday cloud application for finance, human capital management and education. Brainware by Hyland streamlines data capture from documents through advanced document recognition, OCR and data extraction engines.

The Queen of Yakima County

IMG_2442.JPGTherese Murphy rightly wears the crown for conquering paper files and leading Yakima County District Court into a paperless environment. Losing their unpleasant and inconvenient storage space in the old jailhouse spurred the county to find better processes for their 2 million cases a year. Their goals of efficiency, cost savings, employee satisfaction and better customer service laid the groundwork for their implementation. Prior to the new solution, the annual court expenses for 1 ½ office tech, 1 full-time office specialist, files/forms/printing and copier fees was over $152,000. After implementing OnBase and TrueFiling, these expenses dropped to approximately $112,000, including software maintenance costs. No staff members were dropped but rather were re-assigned to other value-add tasks.

Breakout Sessions

After lunch, breakout sessions spotlighted customer success stories with greater detail, including two insurance company customers, Empire Insurance and Gleaner Life Insurance, as well as Arlington County (VA) Circuit Court, and the Michigan Courts MiFILE project. Hyland gave a detailed account of using OnBase for Accounts Payable, and Brad Smith, our Senior Justice Consultant and Ben Martin from Mentis Technology provided insight into eFiling and electronic records in the courtroom and content management solutions.

Wrap Up and Looking Forward to Community Live

During the wrap-up, raffle gifts were distributed to many lucky winners. Donning western gear, Adam Rose invited everyone to mark their calendars for Community Live, September 9-13 in Nashville.

What was your favorite part of Velocity 2018?

ImageSoft, IT and the EPA

By Mary McKnight, ImageSoft, Director of Professional Services

In a recent Government CIO Outlook magazine article, “IT Transformation at EPA,” Ann Dunkin, CIO, U.S. Environmental Protection Agency, writes about the evolution that the EPA has undergone to find a way to deliver solutions faster and better. She’s right that most government agencies as well as the private sector follow a “classic waterfall” implementation methodology and she’s right about the danger that comes with using outdated methods like over analysis and trying to avoid risk at all costs. This works just fine for construction or manufacturing when the foundation must be poured at the right grade before the studs are erected. Without this level of planning, your house will fall over. Data is not concrete and there is a better approach to developing software solutions.

At ImageSoft, we’ve done the traditional waterfall approach. It can work, but in our 20-year history, we’ve found something that works better. We call it The ImageSoft Way and it embodies many of the key concepts Dunkin highlights in her article. We, too, seek to deliver off-the-shelf solutions (COTS) wherever possible. We work with a highly configurable software and you are relying on us to be the subject matter experts. Providing solutions that work in the wild expedites delivery and lets you earn your ROI much faster.

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A major reason for failure in government IT projects is lack of user input, according to Dunkin. Successful systems are designed around the needs of individuals who use the system every day—not around the needs of stakeholders, she adds.

We, too, start with the business process. We work with you to understand why you do what you do and then provide a document written in your business language describing how the solution will support it. We, too, embrace risk. We demonstrate the solution to your users at regular intervals throughout the entire build phase. By showing you the solution early and often, we prove out the high-risk items like integration and web service development before the budget is spent. When you expose risk, you limit it.

Finally, ImageSoft also embraces collaboration across our company. We tore down our silos and threw them into the waterfall and we have not looked back. We’ve developed some strong change management practices along the way and can help you do the same.

I agree with one more thing Dunkin says, “All of this is certainly a work in progress…when it does work, amazing things happen.” The best part about the ImageSoft Way is that we have amazing success stories out there to back it up. Agile development in government might be a fresh concept but partnering with a company that has the right culture and experience has always been the best way to achieve success.

How does collaboration play into determining your department’s IT solutions?

CommunityLIVE 2017

By: Kevin Ledgister, Marketing Manager, ImageSoft, Inc.

The recent tragedy has the nation thinking about Las Vegas and how a community is brought together. Our thoughts are with the residents and visitors of Las Vegas.

Two weeks ago , we were joined by thousands of OnBase professionals, administrators and business leaders for Hyland’s annual CommunityLIVE conference in Las Vegas. OnBase is a platform that governments and businesses can use to manage their content and bring new efficiencies into their organization. This year was a record year for ImageSoft. We had nearly 70 customers in Las Vegas that were all interested in expanding the use of OnBase either to serve their constituents better or to reduce operational costs to make them more competitive in their industry.

IMG_7033 2CommunityLIVE kicked off with a keynote by author and industry disrupter, Josh Linkner, who shared with us five obsessions of an innovator. Linkner was right on with his “obsessions” and real examples of organizations that solved business problems and challenges with scarce resources. For sure I’m going to download his book and read it.

Several of our customers, including Cleveland Municipal Court, Del TacIMG_7092o, and Philadelphia Gas Works had opportunities to spotlight how using OnBase made a significant impact on how they operated. Even though each one was using OnBase in a very different way, they all shared the benefits of reduced cycle times, reduced missing documents, automation of repetitive tasks and time saved with immediate access to required information. To do this, they all had to integrate OnBase with their core business software.

While it’s no surprise to us, our customers are frequently surprised that the projected benefits and the return on investment are often far too conservative. The reason for this is that using paper requires a lot of kinetic energy that is often overlooked or dismissed in terms of value and the focus is on highly visible areas. Spending 20 minutes locating a missing file may not seem like much, but if across your staff you’re spending 2,000 hours a year locating and refiling documents, that’s another full-time employee.

IMG_7099While we worked hard during the day attending sessions and having strategic sessions with our customers, we did take some time out in the evening to enjoy the sights and sounds of Las Vegas. Every year, we hold a special event for our customers called TNO (The Night Out) and this year we treated our customers to a dinner at the Grand Hotel downtown, a scavenger hunt on Fremont St. and then an impromptu karaoke session to wrap up the event.

Featured this year is OnBase 17, a new version with over 3,000 enhancements and new interfaces that makes OnBase more accessible to more users whether they are in the office or on the go. The changes and updates on OnBase 17 definitely proved to be an incentive for customers to accelerate their upgrade schedules. Hyland Software once again reiterated their shared vision of making OnBase available anytime, anywhere, on any device, in a secure mode. And their sneak peek into the future proved that they are on the right track.

For those that attended, what was your biggest takeaway from the conference?