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Document Scanning & Management Case Studies

Want to learn more about what we've done for other clients? Take a look at our case studies to see how we have helped companies improve their organization to run more efficiently and become more productive.

Contact us to discuss our case studies in more depth or to schedule a consultation


Alliance for Infants & Toddlers

Systems Imaging is a PsychConsult Provider

The Alliance was maintaining records for the infants and toddlers, ages 0-3 years, requiring service agency care. The paper records generated for these case children were stored in filing cabinets at the Alliance headquarters with an estimated 2,500 record folders. Each folder has an average of 150 pages for an estimated volume of 375,000 pages. The former process was for the Service Coordinators to walk to the file room and request that the File Manager retrieve documents from the folders. The Service Coordinator would sign the document or folder out and take them to their desk for copying and processing. To further complicate matters, building engineers warned the Alliance not install additional filing cabinets due to the stress load on the building floor supports. This was proving to be a very challenging constraint since the caseload for the Alliance was continually increasing.

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Askesis

Systems Imaging is a PsychConsult Provider

PsychConsult Provider is used extensively by behavioral health and social service organizations to integrate their clinical workflow and revenue cycle: from the initial patient intake and appointment scheduling through the receipt of payment for services. However, external documents from other providers and patients' insurance companies still present a paper challenge for these organizations. ApplicationXtender for PsychConsult Provider provides integrated storage and retrieval of paper documents from within each of four critical workflow screens in PsychConsult Provider. Furthermore, not only are documents linked to specific screens in the application, but access to those documents is secured by automatic integration with PsychConsult Provider's existing security rules. Through this powerful integration, ApplicationXtender for PsychConsult provides out-of-the box document imaging for virtually any user of PsychConsult.

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Askesis: Behavioral Healthcare Agency

Systems Imaging is a PsychConsult Provider

A behavioral healthcare agency wanted to quickly search and retrieve documents directly within Askesis PsychConsult instead of having to pull paper medical records or train their support staff on document management software.

After talking with a few other behavioral health agencies working with Systems Imaging, this agency purchased 10 licenses of AX and entered into a new era of productivity by recouping 2,400 hours of productivity per year and reducing paper by 90%.

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Westinghouse Electric AP Automation

Westinghouse Electric AP Automation | Systems Imaging

With AnyDoc Capture, EMC ApplicationXtender and the expertise of Systems Imaging, Westinghouse's AP department went from a very paper intensive environment of 9,000 invoices per day to an essentially paperless work environment in less than sixty days. Employees can now easily search, find, route and process invoices from their PC desktop. By efficiently digitizing and indexing the company's invoices within 48 hours of receipt, WEC saves time and manpower required to manage the process manually. It also provides a new level of access, control, and visibility into the AP process. This solution also eliminated the need for Westinghouse to move dozens of filing cabinets of paper invoices to their new location and has since been deployed to two of their European offices.

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Beaver County, PA

Beaver County Case Study | Systems Imaging

Today, these same issues (working room, paperwork, and disaster recovery) are facing Mr. Chuck Hilt, Director of Micrographics, and his fellow staff members at the Beaver County Courthouse. The existing facility was aging, and space grew tight. Plans to build another courthouse – the fifth one in two hundred years- are underway. The workload to handle more documents, records, and general paperwork continues to grow. Safekeeping of records and disaster recovery remain important tasks. "We really needed to improve our efficiency in handling of paper records" states Mr. Hilt. "In the past, everything was stored in underground mines- making handling and retrieval a time-consuming chore. Now, we have everything captured in a digital format that allows us to search and retrieve information quickly."

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North Allegheny School District

North Allegheny School District Case Study | Systems ImagingThe North Allegheny School District was established in 1954 and has become one of the largest school districts in the state of Pennsylvania. Over 35,000 student transcripts are stored in several filing cabinets far from the Guidance Department. Each week several requests are made from former students to obtain their transcripts. This is a very cumbersome and time consuming process for the staff in this department. They have to search, fax or copy and then re-file the transcripts. Additionally they were running out of storage room. North Allegheny reached out to Systems Imaging for a solution to automate the storage and retrieval of their records.

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Clearview Federal Credit Union

Clearview Federal Credit Union Case Study | Systems Imaging

Initially, the company decided to install an optical system that consisted of three Compaq servers, two Fujitsu scanners, the Documentum Application Extender software suite, and a Plasmon optical jukebox for back-end storage. The system was designed to handle all member records, signature cards, application forms, and included the capability to generate financial reports. Documents were scanned, data was captured and indexed using the Documentum software, and stored for future fast retrieval on the Plasmon jukebox. Once stored, Documentum's WebXtender allows their members to log into the system and retrieve documents easily using a standard web browser. At first, some of the department's acceptance of this system was slow. As with any change, there was a fear of losing productivity while getting up to speed. In a few short months, however, the entire accounting department had adopted it, and other departments were lining up to process their documents.

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DaimlerChrysler & National Safety Council – Fit for a Kid Program

Fit for a Kid Program Case Study | Systems Imaging

The NSC and DaimlerChrysler developed the Fit for a Kid Program; through a nationwide network of five star DaimlerChrysler dealers, parents could have their child safety seats inspected for free by a certified technician – regardless of the make or model vehicle they drive. The inspection covered the installation of the seat and proper fitting for the age and weight of the child. Like most auto services, the inspections were done by appointment. Response to the program was very positive. As a result, DaimlerChrysler, National Highway Transportation Safety Administration (NHTSA), the National Transportation Safety Board (NTSB), the National Safety Council, Graco Children's Products Inc., and Lamaze International joined forces to expand access to the service and to promote it to parents. In 2000, the NHTSA created an inspection locator as part of its Web site to help parents find safety seat inspection locations. The locator includes a list of organizations and other entities that offer seat inspections. It is the most comprehensive list of inspection resources throughout the country.

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The Ohio State University & PerDATUM's Prognos

PerDATUM's Prognos Case Study | Systems Imaging

Imagine that you are tasked with managing the employee benefits for 60,000 people. Of these around 18,000 are eligible for disability and worker's compensation. You receive about 1000 faxes each week related to claims that are in progress, and must perform the work with a staff of only five people! Added to that, one of your key employee s is moving to another state. She is the most experienced person you have, and the only one who knows your complete process. That is exactly the scenario that was presented to PerDatum, Inc. by their customer - Ohio State University. Immediately, you may recognize that automation is critical to meet the growing demands of servicing so many employees. That is where PerDATUM can help. Working with Mark Tochtenhagen, this customer incorporated PerDATUM's PROGNOS Software. PROGNOS is a software solution for safety, workers' compensation, risk management, and occupational health care professionals.

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