Episode 17: How to Conduct a Technology Solution Health Check for Your Business

What’s a solution health check, and why does your business need one? At Velocity 2019, we talked with ImageSoft’s David Officer about how he works with customers to review their software solutions and best practices to ensure they’re getting the most out of their technology systems (and their investment).

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Episode 16: Shades of Velocity 2019

For this episode, we took Paperless Productivity on the road for a very special episode – ImageSoft’s annual user conference, Velocity 2019! In this episode, we speak with several of the special speakers and guests at Velocity about the insights they’ve learned and shared with the conference’s attendees. 

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Episode 12: All About Velocity 2019

We’re gearing up for Velocity 2019! This second annual customer conference, hosted by ImageSoft, is a high-energy mix of success stories, industry trend sharing and a sneak peek at new solutions to help courts, insurance organizations and government agencies more quickly achieve their business goals by adopting paperless processes.

Kevin Ledgister, marketing manager for ImageSoft, gives all the details in this episode about what to expect at this year’s Velocity conference, and why it’s a can’t-miss event for anyone looking to increase their organization’s productivity, efficiency and connectivity.

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If Velocity Were A Bumper Sticker

180_bumperstickerForest P. Gill is credited with inventing the bumper sticker in the late 1940s after the screen printer found himself with an oversupply of adhesive-backed stickers and fluorescent paint following World War II. Sources can’t verify what exactly it said (if anything), but it’s sad to think he missed the trademark “Run, Forest, Run!”

At any rate (or should we say “Velocity”), Mr. Gill quite possibly invented one of the most brilliant messaging tools. After all, what else are you going to read while stuck in traffic?

So as we launch registration for Velocity 2019, ImageSoft’s second-annual customer event, we thought there was no better way to explain what’s to be expected than through bumper-sticker language.

“I’m Not Speeding – I Just Replaced My Engine with OnBase”

Because your momentum is Velocity’s goal, the substance of every activity is to introduce you to challenges you might not realize exist within your current processes, zero-in on the cause of that pain point and match you with a solution that best fits your organization’s needs. Whether you’re networking, listening in on a customer story, or learning how to better leverage an existing workflow solution, you’ll leave Velocity with the know-how, tools and confidence to make your workflow great again!

“I Drive Better on the Course”

Maybe not the most reassuring message to see on the road, but we know many customers (and ImageSoft team members!) who would be proud to admit this is true. After all, you have concentrate before you can innovate. So on Tuesday, May 21, all customers are welcome to join us for an afternoon on the green at St. John’s Golf Course and channel your inner Tiger Woods for a complimentary and slightly competitive round of golf before dinner.

“I Brake for OnBase Training!”

With so many meetings, activities and deadlines to meet, it’s difficult to dedicate time to continuing education. But slowing down to refresh your OnBase skills or learn how to optimize expanded functionality could be the best business decision you make all year. With OnBase experts instructing hands-on training sessions, this once-a-year opportunity is your big break for asking questions, solving workflow challenges or just bringing more insight to the table.

“Honk If You Love Break-Out Sessions!”

We’re laying on the horn. With panel discussions, customer spotlights, and live demonstrations on topics ranging from ShareBase and records management tools to video evidence management solutions and online dispute resolution, you make your own agenda based on the array of sessions available throughout the day. Because we love to get technical, we did organize the tracks according to which industry the topic serves best. But whether your background is in courts, prosecution, government, insurance or somewhere in between, every session is open to you. So wander around – a little cross-industry networking and know-how could unlock an idea or opportunity you never thought possible.

“Buckle Up!”

Our favorite event of the year for customers, partners and ImageSoft staff, Velocity lives up to its name by making the most out of its two days per year. With so many hands to shake, stories to be told and new functionalities to learn, it’s really a time to buckle up for what’s to come.

“I know, I know – license and registration”

Relax – we only want to see your registration. Click here to reserve your spot!

Did you attend Velocity 2018, or are you a first-timer this year? What topics are most interested in learning more about?

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?