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Document Management Support | The Windward Group

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Contact The Windward Group

P: (985) 893-4606

F: (985) 893-0106


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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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About The Windward Group

P: (985) 893-4606

F: (985) 893-0106



By Industry

Education Solutions from The Windward Group


The Windward Group has been supporting Independent School Districts, School Boards, Colleges and Universities since 2002. These institutions have employed our document conversion services for a variety of reasons:

  • Security - Digital files, like their microfilm counterparts, are easily duplicated for offsite storage and backup. The possibility of loss due to water damage, fire, theft, or other perils is eliminated.
  • Reduction in Staff - Search time is dramatically reduced and re-filing is eliminated.
  • Space Savings - The area required for file cabinets and their associated aisle space can be recovered for more efficient use.
  • Student Transcripts - Requests for copies of Transcripts are a never ending task that every Registrar must meet promptly and accurately. Indexing of those type records must be performed with strict attention to personal identification. Security is of paramont importance as a result of the Family Educational Rights and Privacy Act (FERPA).
  • Student Information Systems - The Windward Group has extensive experience in directly integrating Banner SIS with an automated sub-capture software and hardware solution. Our custom integration facilitates the efficient capture of student information into Banner SIS thus eliminating current and future backlog of hard copy documents.
  • Library - The Windward Group has performed scanning services for numerous collegiate, public and speciality libraries. Our services include the scanning of rare hardbound books, special collections, digitization of microfilm collections and photo scrapbooks.
  • Alumni Donor Files - These vital files are frequently accessed by the institutions, associates and volunteers. It is important for the institutions to have immediate controlled access to these files for their endowment campaigns and other fund raising programs.

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To help organizations address critical business challenges, the EMC Engineering, Plant, and Facilities Management (EPFM) solution helps to optimize engineering and construction projects and improve plant operation and maintenance while ensuring EHS regulatory compliance.

During the six-phase lifecycle of a plant—feasibility, design, construction, operations, renewal, and decommission—individuals and internal and external organizations involved in the various lifecycle phases share significant content and processes. As a result, project owners face critical issues like information loss between project phases that delays completion and increases overall project cost.

In addition, managing multiple—and often custom—systems that aren't well integrated increases IT costs. The risks and costs associated with EHS noncompliance are unacceptably high. Finally, the potential of a plant’s catastrophic event due to wrong or out-of-date information such as standard operating procedures (SOPs) or as-builts being accessed.

Based on EMC Documentum, our EPFM solution reduces the risk of plant shutdown and downtime and ensures successful project completion. It provides secure, efficient access to "as-built" engineering drawings enterprise-wide as well as across enterprise boundaries. This streamlines the business processes that rely upon efficient access to engineering content.

The EPFM solution also reduces user training and deployment costs, and enables interoperability between other applications in the maintenance and project scheduling areas.

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Government Client Solutions from The Windward Group


The Windward Group has provided electronic document management services to hundreds of governmental agencies and departments.

We realize that most records are historical and delicate and often have infinite retention periods. We are particularly sensitive to the historical and fragile nature of such documents and utilize special handling procedures to insure such records are not damaged during the conversion process. We also perform repairs to capture 100% of the available information when dealing with torn or damaged records. In addition to paper records, we specialize in the digital conversion of data previously converted to Microfilm and Microfiche.

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A phenomenal amount of paper accumulates with the ongoing maintenance of patient information. Each patient encounter results in new notes, labs, progress reports, nurses notes, and other documents.

As medical files grow, the physical space required to maintain these files remains the same. Costs continue to increase and chart maintenance becomes more difficult for Health Information Management staff to manage and update.

Additionally, Healthcare organizations are being forced to implement Electronic Medical Records (EMR). They are being challenged to integrate current and historic patient information into these systems. The addition of EMR will introduce another layer that will further fragment patient information across the organization and decrease service quality.

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By Department

Accounts Payable

Accounts payable (AP) is one of the most paper-intensive areas within your organization. Despite accounting/ERP system efficiencies and efforts to implement electronic invoicing, the volume of paper invoices remains significant.

Manual invoice processing extends cycle times and increases the risk of errors, and the invoice process can often touch individuals across widely distributed environments—creating costly and time-consuming invoice approval and payment authorizations.

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Accounts Receivable

With today's accounting and enterprise resource planning (ERP) systems, customer invoicing is largely electronic though correspondence and payments largely are not.

How can we ensure that email, paper letters/notes, shipping documentation, and remittances are all captured and integrated with your accounting/ERP system?

The Windward Group offers a variety of services and solutions to ensure that your accounts receivable function is paperless and streamlined with a combination of email management, document capture, document management, and integration services.

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Human Resources

In most organizations, the human resources (HR) department is challenged to efficiently manage sensitive processes. Paper is ever present and ever difficult to manage..

The Windward Group helps to get rid of the paper and drives efficiency in all HR processes, so that you can:

  • Reduce operating costs by automating manual tasks to capture, organize, and deliver resumes, applications, legal contracts, and other business-critical information
  • Retrieve information via popular Microsoft Office desktop applications, including SharePoint, to enhance the quality of decisions, increase customer service levels, and improve productivity
  • Use Windows-based tools to centrally configure and manage application resources such as templates and repository parameters, storage devices, and business rules
  • Leverage advanced workflow capabilities to improve process efficiency
  • Minimize risk by having complete control over access and security
  • Sleep soundly at night

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To minimize risk, organizations need to make sure contracts are created efficiently and thoroughly, are instantly accessible by the click of a mouse in the discovery process, and are never lost or damaged due to a disaster or otherwise.

To achieve this, The Windward Group offers workflow automation solutions that can help manage the process of writing and reviewing contracts, and can alert you when contracts are coming up for renewal.

Our document management solutions also ensure that only the right people have secure and instant access, that all contracts versions are maintained and that all correspondence and other documentation relating to each version of the contract is also retained and available.

Lastly, to help you get rid of the paper, we offer document scanning services as well as off-site records storage if the originals need to be kept.

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With our large and wide format document scanning capabilities, we can digitize all of your drawings along with engineering change orders (ECOs) and all of your other engineering and business documentation.

The resulting electronic documents can be made available in your current document management system or we can implement on-site software or a cloud-based document management system, the latter of which will allow you to retrieve any engineering document, anywhere and anytime. We can also help you streamline the ECO process with workflow automation.

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