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Better Risk Management Using Document Management Software

    April 27, 2017 Leave a comment document management software, document scanning, Going Paperless, custom software development Ryan Wells
    Mitigate Risk.jpgYou know your risk is great when you need an entire department to manage it. This is the case with the largest school district in Southern Arizona, Tucson Unified School District No. 1 (TUSD). TUSD operations are so vast they require an entire Risk Management Department to keep staff, students, information assets, and critical processes safe and compliant. The notoriously paper-heavy processes associated with Student Records, Human Resources, Payroll, and Workers Comp falls under the domain of the TUSD Risk Management Department. 

    Districts of all sizes share similar issues of efficiency, compliancy, and mobility with the call for greater information governance and access in the digital age. The accumulating records for decades of operation and countless thousands of students and faculty became relegated to warehouses; easy access was lost. The call for document management software became imperative to better manage the records, risk and liability.

    A going paperless digital conversion and business process project requires analysis, software, configuration, and manual imaging services in a holistic approach to ensure a complete solution flexible enough to accommodate the nuances across business units and departments in a unified platform. In partnering with ICM Document Solutions via the exclusive Mohave Contract covering Document Management, Scanning, and Destruction, TUSD has a one-stop shop vendor that enables them to mitigate risk and empower staff to take advantage of the newest document management, capture, and retrieval technologies.

    On the software side, ICM’s ViewCenter document management software serves as the cloud-based repository of record across multiple lines of business, enabling secure access anytime, anywhere, and from any device – with no additional infrastructure needed!

    On the scanning side, ICM’s Document Scanning Services managed the projects to scan, index, and upload converted records straight into the ViewCenter system for ease of access and to gain back much-needed storage space.

    Meanwhile, TUSD uses a ViewCenter capture tool that allows drag-and-drop importing straight from the desktop, all the way up to high volume document capture with automation. This has allowed TUSD to manage the day forward digital transformation in-house, while taking advantage of ICM’s outsourced professional scanning services where needed.

    TUSD’s manual paper-based processes were a significant bottleneck, not only from an efficiency and access standpoint, but also from a security, compliancy, and liability perspective. However, using the same business consulting model we’ve brought to many educational institutions, government agencies, and private businesses, we have provided a complete solution that not only solves the vulnerabilities inherent in records management, but also the roadblocks to efficiencies in a manual, paper-based process, all while making TUSD self-sufficient and champions of their own system!

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    document management software, document scanning, Going Paperless, custom software development

    About the author
    Ryan Wells

    Ryan Wells

    Ryan Wells is a Business Solutions Consultant at ICM Document Solutions. Contact Ryan at 480-269-9299 or RyanW@icmdocs.com. Learn more about ICM Document Solutions at www.icmdocs.com

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