ECS Imaging, Inc

You can nominate yourself and your organization to win an award for optimizing and creatively using Laserfiche. Winners will receive a scholarship and three-night hotel accommodations, as well as a speaking slot at the 2010 Laserfiche Institute Training Conference in Los Angeles, CA

Click here to nominate yourself by July 31, 2009

Spotlight

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Nominated by

Pete Herschelman

The City of San Ramon has embraced the technology of Laserfiche Document Imaging for over 6 years. In 2003 ECS Imaging was selected as the Vendor of choice to maintain the City’s Laserfiche Document Imaging System. The original goal was simple, “reduce paper document storage space & enable the City to be more efficient in serving the citizens”.

It seemed obvious that digital records would be a great leap forward in efficiency; records are never lost or damaged, are instantly available to anyone over the City’s network, saves storage space, aids in compliance with regulatory requirements, provides a means of disaster recovery, and saves trees.

Accomplishing the goal required a consistent willingness to push forward. To date many departments use Laserfiche to store & retrieve their vital business records including: City Clerk, Building Department, Business Licenses, Engineering, Planning, & Police Department. The commitment to convert the existing documents from their existing format(s) to digital images inside the Laserfiche repository was met with great enthusiasm by all. Each department has unique documents and needs. Fortunately Laserfiche was easily configured to accommodate those needs.

Some Departments chose to scan & index their old documents but what do you do if you have limited staff or difficult documents to scan? That was the concern faced by Reggi Meigs, Chief Building Official.

“We have thousands of documents that are in many formats (microfiche, 8.5 x 11 paper permits, Rolled & folded plans & blueprints, etc.). With the limited staff & our very busy permitting processes it doesn’t make sense to have inspectors or permit technicians scan these files”.

“The cost to have the local ECS Imaging Inc Scanning Service Bureau scan and index these files for us was a much better use of the limited budget and our staff time”, said Meigs. We were able to leverage their expertise to our advantage and do what we do best - Serve the Public Efficiently”. To date ECS’s Martinez Office Scanning Bureau has helped the Building Department to scan & index;

- All Permit Address Files on Microfiche (several million images)

- Complete Set of County Documents on Microfiche

- All Paper Permit Documents

- All Maps, Plans, & Blueprints

- All Current Permits & Plans

“The process is easy, I just call ECS, and they pick up the documents, & bring back the completed images indexed & ready to load to our Laserfiche system. The end result is a complete repository that represents a single source of retrieval for all Building Department Documents. Any document can be found within seconds without leaving our desk. The space required to store documents is eliminated, the staff was not required to stop doing what they were hired to do to get the system up and running, and we did not have to purchase expensive high speed scanners to complete the task and All building inspectors can check the plans and documents from their desk as well. It saves them a lot of time researching old permits and plans. Says Meigs. It is a win-win situation!”

Events

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Click for

More Conference Info and Registration

14th Annual Imua Outrigger Canoe Club

Corporate Challenge

Sunday, August 2, 2009 in

Newport Beach

To see pictures from previous challenge

Portion of the proceeds benefit Hoag Hospital and Earth Resource Foundation

ECS' 7th Annual Customer Conference
October 15-16th,2009

Join ECS at the Hilton Irvine

Confirmed guest speaker - Judy Price from the

Town of Truckee! Speaking on Records Management and Retention Schedules. More to be announced.

Learn the Latest Solutions to compliment and optimize your

Laserfiche System. Industry experts will be onsite both days.

Text Box: Thursday, October 15, 2009
8:00am-5:00pm
Breakfast, Lunch, Guest Speakers, Case Studies and Integration

Friday, October 16, 2009
8:00am—12:00pm
Continental Breakfast
Consulting and Training
With Industry Experts We are thrilled to provide our customers these valuable resources for their continuous business and loyalty. Our annual conference focuses on new Laserfiche products, ECS integrations, and our industry partner solutions. The latest information is given at all levels at this annual event.

ECS and our partners value our customers and provide to our community of users these services. We feel honored to have you as a customer and want to show our appreciation in keeping you current with the records management industry. We thank you each year for the success and for the opportunity to provide a superior product and outstanding customer service.

Space is limited - REGISTER ONLINE TODAY

Join the fun at the beach with ECS!

We challenge you! Come out for a fun day at the beach with the ECS Sales, Techs, and Office Team! Businesses and groups from around Southern California will be joining with experienced Imua steers people to test their stamina and spirit racing in a real outrigger Hawaiian canoe! Gather a team of your co-workers, family or friends and see how you fare amongst the competition. Teams of five (plus an Imua steersperson) will race in crews of Men, Women or Coed.

· Catered lunch and a commemorative T-shirt are included in registration fee.

· Awards ceremony and raffle with terrific prizes

· Hawaiian entertainment, live music, and additional fun and games for kids & adults.

· All participants will race at least twice on a 200-meter course

Get more information or register today:

(949) 246-4067 or www.imuaocc.com

Webinars

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Tuesday, July 7 ,

10:00 AM PST

Tuesday, July 14

10:00 AM PST

Register

Document Management 101

Learn how digital document management helps you find files faster, reduce storage space costs and improve information security.

Surety Podcast Series: Part 1

Intellectual Property is a Corporate Asset that Needs Protecting

Surety Podcast Series: Part 2

Litigation Risks Associated with Electronic R&D

Data Level Security and Authenticity Controls a Trusted Witness in Electronic R&D Environments

A couple years ago, many companies tried extending their traditional records policies to the way in which they managed e-mail and electronic records, hoping for a one-size-fits-all approach. But is this inviting risk? Listen in, as Elliot and Carroll mull over the types of controls an organization can put in place to ensure data integrity for electronic documents. Register to download this podcast. (4 MB)

Protecting the Lifeblood of an Organization Through Across the Board Data-level Security Controls

In this podcast, Elliot and Carroll talk about the importance of protecting intellectual property, AKA the lifeblood of an organization and answer the question: Is the risk greater if a company has seven or eight repositories of electronic records and each one has their own separate set of security and authentication controls?
Register to download this podcast. (5 MB)

The eDiscovery Challenge of Electronic R&D Environments

In this podcast, Elliot and Carroll tally up the legal risks associated with electronic R&D environments and the eDiscovery challenges that companies could face in court.
Register to download this podcast. (8 MB)

Digital Timestamps as Trusted Witness in eR&D

When proffering a digital record into evidence, in order to be admissible in court it must be established that the record is what it purports to be. Listen in as Elliot and Carroll talk about the use of digital timestamps, how they work and why it is one of the most effective ways in proving data authentication and record integrity.
Register to download this podcast. (5 MB)

Legal Trends in eR&D: Challenging the Who-What-When of Electronic Documents

In this podcast, Carroll fleshes out the legal trends in electronic R&D, like the acceptance of eDiscovery cases and with that acceptance the burden that comes as companies are forced to bear in today’s litigious environment. (Timothy Carroll only)

Register to downLoad this podcast. (4 MB)

Thursday, July 9,

1:00 PM PST

Thursday, July 23,

1:00 PM PST

Register

Tuesday, July 7,

8:00 AM PST

Tuesday, July 21,

8:00 AM PST

Register

Working with Large Format Scanned Drawings

Once you scan your large format drawings, what solutions and processes make it easy to edit, manage and collaborate? See a sampling of products that are applicable to nearly every large format industry and nearly any large format document. 20 minutes plus Q&A.

Everything You Need for Large Format Scanning

Learn about imaging solutions that enhance your business - from the newest Contex scanning technology and scanning software to the best ways to manage and access your scanned drawings. This webinar provides useful suggestions for every large format industry and any large format document user. 20 minutes plus Q&A.

Tech Tips

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Power Up and

Get Connected.

Visit the Laserfiche Support and User Information Site

Resources available 24 hours a day on this Support Site.

Current Products on 8

· Client-Server 8.1

· Snapshot

· Email

· Workflow

· Audit Trail

· Records Manager

· Web Access

· Plus

· Toolkit

· Weblink

· Quick Fields

· Avante/ Rio Named User system

Coming Soon

· Agenda Manager & Processor

· Import Agent

WebLink Search Form Designer

Applying Processes During Revision in Quick Fields 8

Import and Export Administrative Objects

Getting Ready for Version 8

2^nd Quarter Software Released:

§ Version 8 for Weblink, Quick Fields

§ Version 8.1 for Client/Server

§ Agenda Manager-(beta)

We have tested these new releases for you and will be able to update your system as needed.

WebLink Search Form Designer

WebLink 8 introduces the new WebLink 8 Search Form Designer, which enables you to create customized searches without having to edit any code. Once a search form is created, saved, and closed, you will be prompted to add it as a bookmark on the Welcome Page. This gives administrators complete control over how users find and view documents in WebLink 8.

For example, if you want users to only search for Laserfiche product brochures inside the Laserfiche Product Brochures folder, create a custom search form with appropriate constraints and add it as a bookmark to the Welcome Page. In addition, you could use the WebLink 8 Designer to remove all the other elements on this page. When users first visit WebLink 8, the only option they will have is to search for Laserfiche product brochures.

To create a new search form

Open the Laserfiche 8 WebLink Designer.
Select the Welcome Page tab.
Select the Search Forms tab and click Add Search Form.
Name your new search and give it a description.

The Toolbox enables you to add elements to your form. For example, to add text, an input field, a line break, and a submit button to the new search form, drag each from the toolbox to the blank workspace.

Selecting an element in the workspace displays its properties in the Properties Pane. Specific properties can be configured for different elements. For example, the input field has to be bound to a search type, field, or custom variable. Note that adding an input field automatically selects the “Any Text” search type for you.

There are five tabs at the bottom of the Search Form Designer that provide advanced options:

The Search Query tab enables you to define additional search constraints using Laserfiche advanced search syntax.
The Sort Options tab enables you to define the items in a Sort Selector element.
The Summary tab enables you to create a description of the search results using tokens.
The Code View tab provides a read-only view of the XML source code automatically generated by the Search Form Designer, representing the custom search form.
The Errors tab lists potential errors and warnings in your custom search form.

Sample Configurations

Search Form Designer after a search has been configured:

Welcome Page that only contains a link to the custom search form:

The custom search form:

For more detailed information, see the WebLink Search Form Designer help files.

Applying Processes During Revision in Quick Fields 8

In Quick Fields 8, if you want to revise a document that has already been scanned into the session, you can apply processes or groups of processes without having to re-scan the document.

To apply a process during Revision:

Right-click on the document in the Revision Pane.
Select Run Process.

Point to one of the following:

Process: to choose from a menu of available processes
Document Class Processes: to choose from a menu of document classes you have configured. When you select a document class, all processes configured under Page Processing for that class will be applied to the selected document.

By default, only Quick Fields administrators can apply processes during Revision. If you want scanner operators to have this ability as well, you can change the permissions for the session by going to Tools, Options, Current Session, Permissions, and selecting the actions you want operators to be able to perform.

2009-6-9-operator-permissions

Import and Export Administrative Objects

You can export and later import a copy of several types of administrative objects (trustees, metadata, and records management objects) into the same repository or a different repository. The exported administrative objects are saved as an XML file, which you can save, copy, or send to someone with another repository. This allows you to copy administrative objects, to transfer them to a different repository, or to back up your settings. When you export and then import administrative objects, you will also be able to choose what to do if there is already a matching object in the repository you are importing into.

For example, you might want to reorganize your templates but want to be able to revert to your original templates settings if you don’t like the new ones. You could export your templates before you begin. If you don’t like your new template organization, you can delete the templates and then import the exported file. You might also have an installation with more than one repository – say, one repository for Human Resources and another for Sales. If the Human Resources repository had some records management objects that would also be useful for the Sales department, you could export those objects from the HR repository and import them into the Sales repository. If you are a VAR setting up a repository for a user site, you can also use this feature to set up trustees and metadata on your own repository, and then simply export it from your repository and import it onto theirs.

Note: The information contained in the XML file will depend on the rights that the exporting user has. For instance, simply copying a user requires the Manage Trustees privilege, but copying the user’s permissions requires the Set Trustee Privileges privilege. See the Administration Guide for more information.

Getting Ready for Version 8

At ECS we want the experience of the migration to version 8 to be painless to our customers. Upon notifying your Account Rep that you are interested in upgrading to version 8 ECS will provide a thorough analysis of the existing system to ensure the migration can be completed and with little surprises. A tech team will be assigned to your account for the pre-migration process and to review a checklist of items with your IT staff. Some of the items include:

· Identifying hardware and application minimum requirements

· Identifying read only volumes in Laserfiche

· Obtaining a copy of just the database to run through the migration at our offices beforehand

· Consulting on template fields with the new abilities in 8

Our intent of this pre-migration process is to provide a complete and successful migration from the beginning. Here are a few of the hardware and application recommendations:

Workstations

Windows XP SP2 or later

2 GB RAM or more on scan stations

1 GB RAM or more for other stations

SQL

SQL 2005

Server OS

Windows Server 2003 (Service Pack 1) or Windows Server 2008

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About ECS

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