The Windward Wire

Document Management, Data Migration and Document Scanning Blog

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The Windward Group streamlines business processes as a systems integrator of information management technologies with a special expertise in migrating data from legacy and homegrown systems to the InfoArchive platform from EMC. Learn More

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Paper Document Estimator

Paper Document Estimator

If you're thinking about scanning your documents and/or sending them to off-site storage, it's useful to quickly estimate how many documents you actually have without having to leaf through them all – this is how you will be charged.

Here's a handy guide to determine how much paper you actually have. These estimates do not include anything that may be holding your documents together, such as paper clips, folders, bindings, etc.

  • Stacks of Paper: 150-180 pages per inch
  • Drawings & Plans (unrolled/unfolded): 125-150 pages per inch
  • 1" Binders: 250-275 pages
  • 2" Binders: 450-480 pages
  • 3" Binders: 650-670 pages
  • 4" Binders: 750-780 pages
  • 5" Binders: 950-1,050 pages
  • Copy Paper Box (17.5" x 9.75" x 11.5"): 1,800-2,200 pages per box
  • Bankers Box (16" x 10" x 12"): 1,800-2,000 pages per box
  • Vertical Filing Cabinet (2-5 drawers): 2,500 pages per drawer
  • Lateral Filing Cabinet (2-4 drawers): 5,000-6,000 pages per drawer
  • Linear Foot (shelving): 1,500 pages per horizontal foot
  • Photographs: 100-125 per inch

Contact us for help estimating your paper and how many documents need to be scanned

HR Use Case for School Districts: Document Scanning & Workflow

HR Use Case for School Districts: Document Scanning & Workflow Automation | The Windward Group

Many school districts have reclaimed space, achieved instant document retrieval and ensure FERPA, FOIA and HIPAA compliance by scanning student records into document management software like EMC ApplicationXtender. Now, school districts can achieve the same benefits and more by applying these document best practices into their Human Resources Department.

HR Document Scanning & Document Management Software

In addition to stopping the paper from getting out of control, expanding this practice into HR allows school districts three advantages for management of employee information:

  • School districts can find both active and inactive employee files on paper or film (a backfile) much faster (seconds vs. hours or days)
  • Incoming adjunct certification is more easily and thoroughly tracked
  • New employee on-boarding is more quickly achieved with less errors and lost documents using workflow automation software (a document management software module)

Workflow Automation for New Employee On-Boarding

During the hiring process for new teachers and staff, workflow automation software combined with document scanning or using e-forms helps you capture all employee information so you can get them set up in payroll and provide the appropriate security access.

Specifically, workflow automation software helps streamline the capture of the following documentation:

  • Employment applications
  • Drivers license copies
  • I-9s and W-9s
  • State tax forms
  • Direct deposit authorizations
  • Healthcare and 401(k) benefits enrollment
  • Policy acknowledgements

Automated Retention Scheduling

Your document management software will also provide the automated retention scheduling so that you keep these documents for as long as you’re legally required to do so, and that they are destroyed when these requirements are fulfilled.

No Document Left Behind

By streamlining the employee on-boarding process and searching for active/inactive employee files and adjunct certifications, you can spend your time on more important things – like running a top school.

Further efficiency gains can also be achieved by exploring:

  • Invoice processing automation: gain visibility into all money owed and pay your bills on time – also starts with scanning and document management software
  • E-forms: eliminate paper at the source and capture signatures and IDs electronically
  • Cloud document management: achieve instant access from anywhere, including mobile devices, more cost-effectively than with software

Contact us to learn more about document scanning & workflow automation for school districts

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The Windward Wire

How to Image-Enable Your System without Maintenance | Windward

Aaron Riddle - Thursday, July 26, 2012

EMC ApplicationXtender Integration Services from The Windward GroupWe've all heard that you can't teach an old dog new tricks. This applies as much to canines as it does to an organization's application infrastructure as well as its big, expensive document management systems—and getting them to work together over time.

Standard enterprise resource planning (ERP) applications like Oracle and SAP can be a challenge to image-enable on a good day, as can other common line-of-business applications from accounting to HR—especially when multiple versions of these systems were inherited as a result of mergers and acquisitions. And all of the above looks downright easy when compared with image-enabling home grown applications—this is when most imaging resellers run for the hills...

At The Windward Group, we love integrating document management with the hairiest, most complex ERP systems, line-of-business applications and homegrown apps. We're one of the top EMC ApplicationXtender (AX) partners in the country and are able to integrate AX document management with just about anything because of our deep document imaging and development experience.

With ApplicationXtender's web services, we can also easily integrate with any web-based applications, especially for state government agencies that need to give public access to documents. The best part: as your business applications change over the years, only small document management adjustments are needed instead of expensive upgrades.

Additionally, The Windward Group is able to rescue companies, schools and government agencies from expensive legacy document management systems that can be very difficult to integrate with new or upgraded business systems. These systems can easily cost six figures every year to maintain even with no major changes to them. It's understandable how organizations get hooked: they were the only option back in the day. Today, these systems are very cheap to acquire—though clients basically have to re-purchase them, disguised as "maintenance agreements."

Because ApplicationXtender costs a fraction of what the big boys charge and because we've got the development chops to do so, we migrate people away expensive document management platforms like Hyland OnBase, Laserfiche, IBM FileNet, Hummingbird, OpenText Alchemy, and Oracle Stellent every day. What do they do with all that extra money? We don't know, but they tend to be out on vacation a lot lately...

Combining The Windward Group's experience with ApplicationXtender technology from EMC, you'll be able to migrate out of any expensive document management system, as well as deliver an integrated document imaging solution with just about any business system out there.

This dog might not learn any new tricks, but it'll hunt.

Contact us to learn more about our ApplicationXtender solutions or for a free consultation