4 Ways to Ease the Information Governance Burden

Government agencies and school districts large and small have to manage large volumes of records and other documents with minimal resources and budgets.

Image One has eased this information governance burden since 1994. Here are four ways we do it.

Get Rid of the Paper

From court records to student records to invoices and other back-office documents, Image One has helped organizations gain control of their records by scanning and creating instant access to all types of media, including paper documents, microfilm, microfiche, and large format documents. Our experienced staff, using high-speed scanners, will ensure that your document conversion goes smoothly. Eliminating physical records will not only make document retrieval faster and more efficient, but government agencies will also save on paper, copiers, printers, and records storage. The implementation of electronic smart forms with digital signature capture and automated routing for approval further reduces the need for paper by replacing traditional paper forms.

Records Management

Simply put, there’s no more cost-effective, easier to use records management software than ApplicationXtender (AX) from OpenText. We’ve implemented AX for numerous county clerks, states attorneys, school districts, and more.

Workflow Automation

Below are the three most popular workflow automation solutions we offer:

Invoice Processing

We streamline AP invoice processing, saving our clients hundreds of hours of productivity per year. By implementing workflow automation software, both labor and the potential for human error are often reduce by at least 90%. Once your backfile of invoices has been scanned, future invoices—whether paper or emailed PDFs—will be automatically processed and routed for payment.

HR Onboarding

Workflow automation is also ideal for streamlining the onboarding process for new employees by ensuring that all relevant documents are captured, including tax and benefit enrollment forms, background checks/security clearances, and I-9s. HR workflow automation software offers the following benefits:

• Instant search and retrieval of both active and inactive employee files
• Eliminates labor time and costs associated with filing and retrieving paper documents
• Reclaims valuable office space formerly used for records storage
• Sensitive employee information (e.g., payroll, medical) is kept confidential
• I-9s are separated from other employee files in compliance with federal regulations

Public Request Management

Now you can cut the time spent on managing public records requests by 50% or more: Request Manager from Image One recoups thousands of hours of employee productivity by eliminating spreadsheets, automating reporting and eliminating data entry.

Robotic Process Automation (RPA)

RPA can help government agencies, school districts and organizations of all types to achieve new heights of productivity because it’s the fastest and most efficient way for you to acquire, enhance and deliver information from virtually any application or data source—including websites, portals, desktop applications and enterprise systems—without any coding. Now information that was previously unattainable, unusable or time-consuming to collect and process is readily available to increase productivity, improve decision making and deliver a better customer experience. RPA is also quickly emerging as a solution to automate finance and accounting processes, especially for streamlining invoice processing, procure-to-pay, order-to-cash, reporting, and financial closes.

Where to Begin?

We will help you discover what combination of the above solutions will be a good start for you and give you the biggest bang-for-the-buck. Often, the initial Image One solution will save you so much money, that it funds further automation and process excellence.

Contact us to learn more about our information governance solutions