Category Archives: Central Repository

Checklist: Ensure Your Document Management Solution is HIPAA Compliant

If you are in any industry dealing with healthcare records, in particular school districts, you are well acquainted with the Health Insurance Portability and Accountability Act of 1996, or HIPAA. In order to protect the privacy of individuals receiving healthcare, this act guides virtually every aspect of information handling.

Any office that handles healthcare records for individuals, such as paperwork for employee health insurance, must ensure that the documentation is handled in compliance with HIPAA. If not complied with, it may lead to fines and, in some case, criminal charges. Continue reading

Customer Spotlight: Vol. 3: “etfile was one of our best decisions.”

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Kristi Cauvin, Sr. Business Systems Analyst, Johnson, Kendall and Johnson

Q: Why did you go to etfile’s document management?

Well, we had a ton of paper and a bunch of cabinets that we needed to get rid of. It was on employee’s desks, it was on the floor, it was on top of the cabinets, everywhere! So in 2005 we took our journey and decided to go paperless. We did very well to start by creating our naming convention – by doing the policy term year, what kind of policy it was, then the description. This way when we sort or search in etfile we know exactly where and how to find it.

Then 2008 hit, and we decided to move locations. Well, we still had a ton of cabinets that had old documents in them that we decided we needed to get rid of. But we didn’t want to archive them and send off-site, we wanted to get rid of the paper. So we hired a bunch of interns, and we scanned over 300 file drawers full of paper into etfile keeping our naming convention which our interns were able to access and input into the system. It was done in an order so that you hit the description, and it lines it up by policy so you can find what you need.

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Customer Spotlight: Vol. 2: “etfile has majorly impacted our expenses and revenues, and allowed us to be more efficient.”

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Agencies always ask – can I go fully paperless, and how can I make the process as painless as possible? It’s important for organizations to keep in mind to be realistic when it comes to making the switch. Paper requirements in our society are taxing on every organization. Not to mention the customer needs or legal and regulatory requirements that can also be transformed electronically.

There is a way and it’s worth it – creating a process and taking small steps to transform your organizations mind-set makes it possible.

  • Track how much paper you use on a monthly basis, and how much it costs to print and store it.
  • Track how much time is wasted searching for a document filed in a cabinet or physical folder. This will help employees get on-board with the idea of change, and realize how much time and money is wasted with paper use.
  • Re-format Business processes to replace physical signing with e-signatures, reproduce internal documents in e-formats, and enable your staff with dual monitors for easy cross-reference with multiple documents are just a few steps to help along the way.

It’s painless and this is how one of many organizations grew because of it!

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Pop Quiz: The Paperless School District

TM SolutionGuest Blogger: Andy Paquette, President, The Management Solution

As the calendar turns to another month schools are in full swing. Students busily study flashcards, take notes, and work hard to make the grade. And teachers are doing everything possible to ensure students receive a quality education. But while administrations place the highest emphasis on students (as they should), some inadvertently lose sight of inefficiencies and shortfalls within their business offices.  Continue reading

Back to School: Back to Business

back 2 schoolAnyone who’s seen the recent flood of television commercials (and how can you miss them?) knows it’s that time of year again – “Back to School”.  Teachers are busy preparing classrooms, curricula and resources to bring students the best education possible.  After all, that’s what parents expect – and schools must be prepared.

And while parents are mostly concerned with new AP classes, gymnasiums, and football fields — there’s one area often overlooked:  The Back Office.  At its core, the school district is a business and must operate at peak performance.  Because information drives the learning infrastructure, administrators must easily access these resources to perform most effectively.  Continue reading