In the Cloud...

Case Study: California State Parks, Off Highway Motor Vehicle Recreation Division

2012-02-10T09:25:00.000-08:00

The Business Challenge
In October 2002, the CADepartment of Parks and Recreation, Off-Highway Motor Vehicle RecreationDivision's (OHMVR) first priority was to immediately begin collecting data fromCalifornia State Parks cards. Information from these cards would enable theDepartment to determine important accident statistics. The Department needed anongoing technology solution that would automatically and accurately extractvital information from these cards, and more importantly, tabulate the extractedinformation in easy-to-read, meaningful reports, charts, and graphs.

The SyTech Solution
OHMVR employed the services ofSyTech to help streamline their access to mission-critical data from disparatelocations. On November 1, 2002, OHMVR began collecting California State parksdata, utilizing "check-box" cards designed by SyTech for scanning.Meanwhile, SyTech quickly set up a Kofax document imaging system and softwareto accurately image thousands of OHMVR cards per year.

Initially, SyTech scanned approximately13,000 California State parks cards each year. SyTech captured data from thosecards via Kofax Ascent Capture, stored the scanned images in an Alchemydatabase, imported the captured data into Microsoft Access, and hosted anonline query/reporting system to tabulate the data. SyTech has now developed a more efficientprocess for gathering information. Utilizing Android powered Samsung Galaxy 10.1 tablets, SyTech hasdeveloped an application for capturing injury information on location. Key data is input on the tablet and uploadedto 1DocStop, SyTech’s cloud-based solution, built on Microsoft .NETFramework. This data along with GPSlocation extracted from the tablet, is stored online for analysis and tracking.

The online query system providesinstant data to OHMVR for effective knowledge management and decision-making.It allows OHMVR users to run reports as needed that include a summary of thedata and a visual representation of the data in the form of a pie chart. Thesystem has multiple query options for real-time data collection. Users canspecify parameters to narrow the report to a specific location and time frame.Additional queries can also be written upon request, giving OHMVR unlimitedquery potential. In addition, table data can be exported and copied into otherapplications, such as Microsoft Excel, Word, and Access. The visualrepresentation of the data can also be copied into other Microsoft applicationsfor reporting purposes, and converted into multiple formats (i.e. PDF, BMP,JPG, GIF).

SyTech continues to develop theonline query system adding new capabilities and improving data analysis.Advanced queries that include multiple parameters allow users to further narrowtheir search, known as drilldown reporting. Users are able to view their datain additional chart types, such as bar graphs and line graphs. Comparisoncharting allows users to plot a chart with data from one year over a chart withdata from another year. Moreover, customizable report formatting allows usersto customize the appearance and format of their report.

Statistics Simply Meaningful
OHMVR is reaping many benefitsthrough its collaboration with SyTech. SyTech's technology solution isaccomplishing OHMVR's main goals to tabulate vital information and easily accessdata. Statistical information is available to OHMVR instantaneously via any webbrowser. This information is made meaningful via the visual charts that are automaticallycreated. These charts can be immediately useful for analysis, presentations, reports,or other uses.

This solution was recognized at Government Mobility 2012 as one of the top 3 "Most Innovative Applications".

Contact Us
For additional information aboutthis or other records and data management needs, please visit www.sytechsolutions.com

Document Management Trends

2011-06-10T14:24:00.000-07:00

In today's economy, most organizations are looking to cut costs, even when it comes to records management. In the past, that wasn't always the case.

Many organizations rushed out to buy software packages. While the software may have had all the bells and whistles everyone thought they needed, it was often proprietary and costly. Not only was there a sizable price-tag initially, there were annual maintenance fees (at upwards of 20-25% of the initial cost) that often only covered version upgrades. Licensing was an issue, and more licenses meant more cost. When support was needed, it was like pulling teeth to get it.

After all this, not a single page of paper had been scanned. Organizations had to devote staff and resources to convert a backlog of records that took years to accumulate. Staff, who already had plenty on their to-do list... and usually much more important tasks.

Fast forward to today. The trend is much different. Organizations are outsourcing scanning and moving away from proprietary, thick applications. Web-based document management is on the rise and organizations are seeing a better return on their investments. Costs are much more competitive and support more accessible. Finally, vendors are seeing the value of on-going partnerships versus one-time software sales. Does yours?

The Benefits of Cloud Computing

2010-09-23T09:05:00.000-07:00

Cloud Computing is a trend that is only going to get more trendy. Whether it's at work, at home, or on the go, cloud computing affords greater freedom and easier access to documents and information. Basically, cloud computing is internet-based computing, where software, documents, and other information is available on demand, anywhere you have an internet connection.

Whether you are in the public sector or private business, cloud computing has several benefits:

Mobility - Employees can access information wherever they are, rather than having to remain at their desks.

Reduced Cost - Cloud technology is paid incrementally, saving organizations money.

Increased Storage - Organizations can store more data than on private computer systems.

Highly Automated - No longer do IT personnel need to worry about keeping software up to date.

Flexibility - Cloud computing offers much more flexibility than past computing methods.

Allows IT to Shift Focus - No longer having to worry about constant server updates and other computing issues, organizations will be free to concentrate on innovation.

Learn more about how you can enjoy these benefits and join the cloud.

Paper vs. Electronic Document Management

2010-09-03T16:12:00.000-07:00

Documents are very important in any organization. They convey information, keep records, and help run day-to-day business processes. How documents are stored affects how smoothly business operates. With efficient document management, organizations can streamline their business processes, make efficient use of resources, save money, and ultimately provide better customer service. What business doesn’t want that?

In a typical organization, estimates show that 80-90% of records are paper-based, while the remaining 10-20% is stored electronically. While we are starting to see a trend toward paperless businesses, the majority of organizations have a lot of catching up to do.

The Downsides of Paper

While paper has its benefits, there are several problems with keeping a paper-based filing system. Let’s get down to the nitty-gritty first: cost. Storing paper is expensive. In addition to the obvious costs such as file cabinets, hanging files, and overhead, paper is expensive to classify, file, and retrieve. For example, if your organization receives 100 new paper documents each day for filing, and they take an average of 5 minutes each, it would take 8.3 hours each day. If the hourly rate is $14 including benefits, you’ve just spent $26,261.20 (8.3 x $14 x 226 work days) annually.

In addition to cost, there are several inefficiencies with paper-based systems. According to Cooper and Lybrand:

• Of all pages that get handled in an average office, 90 percent are merely shuffled.
• The average document gets copied 19 times.
• Companies spend an average of $20 in labor to file a document, $120 in labor to find a misfiled document, and $220 in labor to reproduce a lost document.
• 7.5 percent of all documents get lost, 3 percent of the remainder get misfiled.
• Professionals spend 50 percent of their time looking for information, and only 5-15 percent reading it.

The Answer?

Moving away from a paper-based system to an electronic solution is not easy. At least, that’s what most people think. There are several things to consider. Among them: Should you scan your backlog of records or simply manage ongoing records electronically? Should you attempt an in-house solution or outsource? Should you purchase document management software or use what you already have? The answer is simple: it depends.

Each organization is unique in its business processes, so the answer is unique as well. Why not analyze how you manage records and determine what will be the most beneficial and the most cost effective? There are several IT companies that solely push their software or other "universal" solution in order to meet sales projections and not meet customer needs. Is it the answer for your organization?

Learn more