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MHC Software
 Privately held, established in 1980
 Located in Burnsville, MN
 Lawson Business Partner for over 11 years
 Provides Document Express, a payment solution
with document printing and distribution capabilities.
 Over 550 client installations
 90% of client base is Lawson users
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What is
Document Imaging and Management
Document Imaging is the conversion of
paper documents into electronic
images.
Once Imaged, these documents can be
retrieved / printed / e-mailed, etc.
effortlessly in seconds.
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The Business Case for
Document Imaging and Management
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Prevents lost records
Saves storage space
Makes managing records easier
Eliminates time spent searching for
documents
 Makes images centrally available.
 Eliminates the need for file cabinets.
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The Costs of NOT using
Document Imaging and Management
 Documents cost about $20 each to file manually
(Gartner Research)
 Documents are copied, either physically or
electronically, on average of 9-11 times at a cost of
about $18.
 The average executive wastes 150 hours per year
looking for lost, misplaced, misfiled or mislabeled
documents (Coopers and Lybrand)
 Misfiled documents cost about $120 each to
retrieve
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The steps necessary to introduce
document imaging and management:
 Scanning
 Indexing
 Storage
 Retrieval
 Access
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Document Imaging and
Management: SCANNING
 Major advancements in scanning
technology make paper document
conversion fast, inexpensive and easy.
 A good scanner will make putting paper
files into your computer easy.
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Document Imaging and
Management: INDEXING
 The index system creates an organized
document filing system and makes future
retrieval simple and efficient.
 A good indexing system will make existing
procedures and systems more effective,
and add a minimum of additional steps
 Example: AP check images would be
indexed on any of the following:
Check #, Vendor #, Invoice #, PO#
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Document Imaging and
Management: STORAGE
 The storage system provides long-term and
reliable storage for documents.
 A good storage system will accommodate
changing documents, growing volumes and
advancing technology.
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Document Imaging and
Management: RETRIEVAL
 The retrieval system uses information about
the documents, including index and text, to
find images stored in the system.
 A good retrieval system will make finding
the right documents fast and easy.
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Document Imaging and
Management: ACCESS
 Document viewing should be readily
available to those who need it, with the
flexibility to control access to system.
 A good access system will make
documents viewable to authorized
personnel, whether in the office, at different
locations, or over the Internet.
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Imaging Considerations – Software
Selection
 Are your Images portable if you change
imaging systems?
 What type of IT resources are required to
implement?
 Are there any special hardware
requirements?
 How much storage is needed for standard
record retention (The IRS & the 7 year itch)?
 How are indexes captured and what is the
reliability?
 Client software or web deployed?
 Security on images – who can see what?
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Loyola’s Case Study
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Loyola University Chicago Overview
Ranked as a top national university and a "best value" for higher education by U.S.
News & World Report, Loyola University Chicago is one of the largest of the 28
Jesuit universities and colleges in the United States. Loyola has four campuses,
three in the greater Chicago area: Water Tower, off North Michigan Avenue; Lake
Shore, Chicago's North Side; and Medical Center, west suburban Maywood, plus the
Rome Center of Liberal Arts in Italy. Loyola's nine schools and colleges include:
arts and sciences, business administration, education, graduate studies, law,
medicine, nursing, social work, and adult and lifelong learning.
Loyola University Chicago employs approximately 900 Full & Part Time Staff,
1100 Full Time Faculty.
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Loyola University Medical Center Overview
•Based in the western suburbs of Chicago, LUHS is located on a 70 acre campus in
Maywood, Illinois. LUHS is a nationally recognized leader in providing specialty and
primary healthcare services and in conducting groundbreaking research in the
treatment of heart disease, cancer, organ transplantation and neurological disorders.
•Loyola University Hospital – a teaching, tertiary-care, 523 licensed bed facility that
includes a Level 1 trauma center, Burn Center and an aero medical service, Loyola
Lifestar.
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Accounts Payable
Issues with Paper files
 AP Department located on 7th floor, but files are
kept on the 13th floor.
 As the student population grows, office space is
being reduced. No longer space to house file
cabinets.
 Need for multiple areas, such as purchasing, to
view documents from other campuses.
 Invoices were being lost or misfiled. Customer
satisfaction in AP department suffered.
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Accounts Payable
Image Express Solutions
 Scan all documents to be stored on a web
based server for easy retrieval by many
parties. Below is a list of documents that are
currently being imaged.
 Invoices – Check Requisition, Purchase Orders,
Expense Reports
 Independent Contractor Forms
 Signature cards
 W-9 forms
 Check Images are created from Document
Express and linked back to original invoice.
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Loyola’s Next Steps
 Human Resources document imaging.
 Employee Personnel Files
Benefit Files
 Retirement Files
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Image Express and Lawson Interface
Lawson AP20
Scanned Invoice
Image
Image Express captures invoice images and indexes as invoice
information is entered into Lawson.
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LID CAP
Image Express Entry
Performs
Lawson Screen
Scrape
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Voucher
Vendor
Invoice #
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