You 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!
The ViewCenter system has transformed our business and enabled us to serve both our global staff and our customers much faster and more efficiently.
Andrea Zublin Administrator,
ViewCenter is one of the best tools I have ever used! I was looking for a solution that would allow me to easily scan and store numerous documents and make them readily available to my customers without having to manually index each document. . . . Not only are my documents now digitized, no one had to manually index them, the OCR function works great and continues to improve the more you use it. . . . If the quality of the product were not enough, the level of customer and technical service I receive is outstanding!
We hired ICM Document Solutions to help us get a handle on our historical documents and establish new document management practices that will enable us to drive a more efficient future for our business.
Jerry McKechnie Quality Manager,
Our use of the ICM solution has helped us reduce our backlog of paper records and increased efficiency in document retrieval. Additionally, the ICM solution helps Hawker towards its goal of a 30% reduction in its carbon footprint.
Jim Meszaros Quality Manager,
Hawker Pacific Aerospace
The ICM ViewCenter saves time and expedites the invoicing process that in turn helps keep cash flowing in for accounts receivable.
Carl Shultz Vice President of Finance,
Marana Aerospace Solutions
ICM has been a long-time aerospace document scanning specialist for UTC’s Phoenix AZ facility. More than 7 million pages of documents have been scanned for UTC over a 15-year period. As such, UTC’s management asked ICM for assistance with digital storage of its traveler packets.
Accounts Payable Department UTC Aerospace Systems
It has been a joy working with you on this project, and we constantly speak highly of the work you did for us.
Everything is looking very good and our reintegration of the image files into our system is going virtually flawless.
Dana P. Hlavac JD CPM Deputy County Manager,
With electronic document scans we don’t worry about misfiles anymore. Retrieval is easy and quick. Plus it’s much easier for the public to access documents, which reduces the need for clerk-provided assistance.
Virlynn Tinnell Clerk of the Court,
The college chose ICM ViewCenter for its replacement solution. As a Web-based and open architecture document management software, ViewCenter has proven to be secure, flexible, easy to use, reliable, and scalable. Some features important to GCC were version control, and retention control, all of which ViewCenter handles with modular plug-ins chosen to suit each customer’s needs.
Isaiah Washington IT Manager,
Glendale Community College
ICM applied its experience and expertise to devise a solution for the Nogales Unified School District that digitized 100 years’ worth of paper records, and provided a tool that allows the district to retain, search, find, and retrieve records easily and efficiently.
John Utne Director of Student Records,
Nogales Unified School District