Call Us Toll Free: (800) 966-5738

Konica Minolta ECM Blog

What Public Records Access Non-Compliance Looks LIKE

Posted by Cindy Bialy on Thu, Mar 29, 2018 @ 12:25 PM

I just finished reading an article in the Providence Journal, “Town settles suit over records access.”  In this article, it stated the Town of North Kingston, RI agreed to pay a fine as they acknowledged it violated the state’s Access to Public Records Act (APRA) a year ago.  It got me thinking that if a small Rhode Island town such as North Kingston was fined, what calamities are happening at the city, county state and federal levels.  This inspired me to write about it, knowing the perfect solution exists right here in the Konia Minolta storehouse of Information Management offerings.

To begin to understand how requests can slip through the cracks or mistakes are made, let me recap this article and use it as a simple example of an APRA breach of compliance.

What happened?

A former School Committee member sent an email seeking information about a School Committee request to transfer money out of its budget.  He received no reply. He then filedperson a complaint with the Attorney General’s office, which, in turn, filed suit against the town in Superior Court.

Under APRA, a public body must supply the requested documents within 10 business days or seek a 20-day extension.  If a request is denied, the reason must be sent within 10 days. 

The town only responded after the School Committee member filed his APRA complaint with the Attorney General’s office.  The original request had been overlooked in the pending resignation of the town finance director.  The Attorney General’s office, however, found the town in violation and announced in a news release that the town acknowledged the violation, agreed to pay the fine, and settle the suit.

Does it seem harsh to you?  It does to me.  BUT, it is a state and federal mandate.

So how do government agencies cope with the overwhelming amount of requests, tight deadlines to meet these requests, the unexpected occurrences such as resignations, and the usual lost or misplaced paperwork/information?

We recommend our Public Records Request solution. With this solution, you simplify create a request submission and it follows a workflow until fulfillment.  From simple, automated online request capabilities and comprehensive record searches to digital delivery, our Public Records Request solution  improves the process from beginning to end. The solution tracks and stores all information surrounding a request as well, so any time an audit comes up, it’s easy to demonstrate that your organization completed requests within the legal timeframes. With a digital solution to record your requests and activity, you get the transparency and speed your constituents expect for completing public records request.


We love this solution as it allows the government agencies to meet its responsibilities of safeguarding and providing public records – despite budget cuts and staff reductions- and to use a phased in approach. This Information Management system allows governments to start with a basic system to fulfill immediate needs and then ramp up the system’s capacity when cost allows or demand increases.

Need to see for yourself how an automated Public Records solution can help your government entity complete timely records requests without using additional staff?  Contact us now for a complimentary demo.

Click me


Tags: Document Scanners, OnBase workflow, Workflow, go paperless, enterprise content management,, government, Records Management

In The Market for a New Scanner?

Posted by Brianna Smith on Thu, Jul 23, 2015 @ 03:29 PM

Are you in the market for a new scanner? Before taking the plunge and purchasing a new document scanner, there are a few things to consider and ask yourself first:

  1. konica_minolta_bizhub_c224e_1

    What type of documents will I be scanning?

  2. What is the largest and smallest size documents I need to scan?

  3. Do I need to scan in color? Is any of my documents duplex?

  4. Are there any unique documents that may be of carbon or card stock material?

  5. What type of document will I be scanning?    

  6. What software will I be scanning to?                                              

  7. Who will service my scanner?

  8. What will be the best scanner for my needs?

  9. Where should I buy my scanner from?

Once you have asked yourself these important questions, its important to make sure that the scanner you are considering offers everything you will need.

p1_scanning_solutionsNext, you will need to determine the amount of documents that need to be scanned and the timeframe they need to be scanned in. Compare this information with the scanner speed, the daily duty cycle of a scanner, number of scanners, and the time frame the scanning needs to be done. All of this should help meet the needs of your scanning workload.

Fortunately, many scanners come equipped with some sort of scanning or capture type of software. Its important to check to see if the scanner you choose works with the software you are currently using. Compatibility is very important when using higher end capture products like Kofax Capture. Depending on the speed of your scanner, different levels of scanning software may be available, sometimes for an added cost.

19fd239On the topic of cost, it is important to note that opting for the cheaper scanner may not be the best way to go. Sometimes its better to spend a little more on a quality product, and scanners are no exception. Why? Because oftentimes cheaper scanners can end up costing more in the long run. Maintenance costs and consumables can drive up the cost of scanning. The amount of down time due to frequent jams, repairs, and cleaning will also decreases the amount of scan time. Thats why its important to purchase your scanner from an authorized dealer that has trained technicians to help out in times of trouble.

As with any big purchase, its important to do your research to find the best product for your needs. Have any questions? Contact us!


Tags: Document Scanners, scanners, Workflow, Document Imaging, go paperless

OPEX - The Only Way To Process Your Mailroom

Posted by Dan Termale on Tue, Feb 11, 2014 @ 12:37 PM

the mailroomThe amount of mail coming in and out of businesses can be expensive and difficult to process and manage. What processes do you have in place to open, distribute, and store your mail in the proper places? This job calls for at least one or more full time positions that handle and process all of the incoming and outgoing mail. The time it takes to go through high volumes of mail and process them correctly can be a very slow and daunting task. There is a digital mailroom system by OPEX, that has revolutionized how mailrooms operate. The challenge has been that scanners had difficulties when it came to opening and scanning mail and documents of different sizes and formats. Traditionally you would have your document prep team open, sort, remove staples, and then either place the mail in their proper places or scan them. If you are processing thousands of pieces of mail and documents a day this creates a bottlenecked inefficient process.  

Digital MailroomThe OPEX digital mailroom station that does everything all at once is called the DS2200 machine. This solution has a number of different models that specialize in different areas but they all drastically cut the document prep time with its unmatched versatility. This machine opens the mail, scans, and sorts the documents to the proper places with very limited need for any document prep. Combining the unique drop feed technology with a new state-of-the art auto feed capability, the DS2200 provides operators maximum flexibility to handle virtually any document scanning task, while practically eliminating costly prep, jams, and rescans.  

The DS2200 processes everything from single sheets to stacks of documents/letters from thick paper to onion skin and other fragile or damageable pieces. Envelopes of all sizes, file folders, receipts, small forms and business cards , the list goes on. This machine processes all of them simultaneously whether in a mixed pile or organized using it’s special technology to sort , open, and process your mail. It’s really an incredible machine that organizations all of the world rely on to process millions of transactions every day. 


This solution is used in the following areas plus many more:

  • Mailroom Automation
  • Remittance Processing
  • Accounts Receivable Processing
  • Accounts Payable Scanning
  • Production Document Imaging
  • Medical Chart Scanning
  • Claims Processing 

If you would like to download a brochure then Click Here!

Or if you want to talk and get more information then Contact Us!

Tags: Document Scanners, scanners, Document Management, digital mailroom, document scanning, Paperless Office, OPEX, BPM, ECM, Workflow, Document Imaging

Evaluating Centralized vs. Distributed Scanning Solutions

Posted by Cindy Bialy on Thu, Jan 03, 2013 @ 02:31 PM

conversion servicesAcross organizations, departments receive hordes of documents every month, including correspondence, legal documents, invoices, statements, service requests, purchase orders, notices and more.  The demand for document scanners is growing in response to progressing business requirements for managing paper documents.  Once scanned, documents are routed and managed more easily and are integrated into the company's electronic flow of information. You may be questioning what is the best way to handle the project of scanning - through a centralized location or through distributed scanning (through each company location and/or department)?  The idea of distributed scanning is to capture documents at the earliest point where they enter an organization streamlining document workflows and eliminate the perceived information float.  That doesn't mean that distributed scanning is the best approach for an organization.

Organizations need to think about the potential approach distributed scanning would have on staff productivity, task specialization, quality assurance, and the potential number of needless under-utilized scanners.  Many organizations that evaluate distributed scanning determine that centralized scanning still delivers better performance and reliability and greater return of investment. 

Despite the hype by proponents for distributed scanning, consider these reasons why you would not see the desired payback:

  • Your front line customer service or agent sales or reps may not have the technological savvy to properly operate the machine.  Also, you want to keep your front line focused on the customer and not on scanning tasks.  In a centralized enviroment, scanners are trained specifically for the task and are not taken away from their regular duties.
  • Desktop scanners are usually slow speed and inevitably lead to a labor intensive task.  Also, it is not uncommon to see frequent hardware downtime and underutilization of the purchased equipment.  Scanners purchased for a centralized environment are of high quality and built to process paper documents on a large scale.  Downtime is minimal.
  • Distributed scanning lacks the standardized platforms necessary to ensure uniform operation and high quality images.  In a centralized scanning environment proper quality controls are in place and performance is monitored.
  • One of the biggest reasons for a deflated ROI with distributed scanning is the bottleneck experienced with document preparation (opening envelopes, unfolding paper, removing staples and paper clips, repairing tears, photocopying paper, and inserting separator pages).  This keeps staff from other tasks and creates processing delays that impacts departments such as accounts payable, claims processing, and customer serices that rely on timely captured data.  In a centralized location these manual tasks are done either by a person(s) or a digital mailroom scanner.

Since scanning is the first step in converting paper documents to more usuable digital information, it can have a weighty impact on productivity, operations efficiency, and data accuracy.  For this reason, organizations should not take this type of decision lightly.  Companies should avoid falling into the trap of thinking that scanners on every desktop will drive capture efficiencies.  Enhancing centralized operations will actually deliver significant benefits, driving a better ROI.

Next article: Centralize Scanning Inhouse or Outsource to a Digital Mailroom

Ask a Question template

Tags: Document Scanners, scanners, Document Management, digital mailroom, document scanning, Paperless Office

Why Not Purchase a Faster Scanner?

Posted by Cindy Bialy on Tue, Aug 14, 2012 @ 10:37 AM

If the goal of a company is to scan documents faster to save time and money, why not just purchase a faster scanner?

Scanning, particulary in the mailroom for incoming mail, is not just about scanning paper.  It isOPEXas7200t a process that starts with opening an envelope, continues with document prep, and concludes at the scanner.  The idea that substantial efficiencies can be gained by buying a faster scanner is a false economy.  This is proven daily in our our very own scanning facility.

Let me explain further by using an example.  Let's say you have a volume of mail that takes 50 hours of labor to open and prep and takes 8 hours of scanner time to scan the documents at whatever speed your scanner operates.  Along comes a scanner vendor who says they have a scanner that is twice as fast as yours.  So, excited at the prospect, you buy it.  Now you prep for 50 hours and scan for 4 hours.  Not saving much, you buy another scanner at twice that speed.  Now you prep for 50 hours and scan for 2.  You can see where this is going.

Unless you do something to reduce the prep, a faster scanner will neither save you money nor get your work done much faster.  In enters our OPEX solution. The OPEX scanner pinpoints the document prep challenges and solves them right away.

Read more about Document prep reduction in our recent blog article "OPEX Scanners Win The Prep-To-Scan Challenge".

Tags: Document Scanners, digital mailroom, document scanning, OPEX

Reasons to Automate and Centralize Your AP Department

Posted by Cindy Bialy on Tue, Jul 03, 2012 @ 12:59 PM

Companies with many geographic locations are striving for ways to improve productivity and internal controls are finding great value in centralizing the Accounts Payable processing.AP ROI  Centralizing AP processing elimates redundant costs, the variations in business processes, and the reduced control of the overall payment process.  Companies gain with the cost savings and improvement of internal controls over the AP process. 

Ideally, organizations will centralize AP before or when automating.  It is much easier to streamline processes when all the invoices are handled under one roof.

Here are just a few of the benefits that organizations will realize when centralizing and automating their AP areas:

  • reduced labor to process transactions
  • standardized system processes for all divisions/locations
  • access to all transactions during processing
  • monitoring of staff production levels, creating a better distribution of workload
  • invoices wil be easy to locate and always available
  • automated data entry
  • improved vendor service
  • better forecasting of upcoming expenditures
  • better project spending

For companies looking to optimize business processes, centalizing and automating accounts payable processes can yield significant bottom-line return.  Inefficent business processes cause companies to miss tremendous opportunities for profitability and keep them from improving competitiveness.

Learn more by downloading this valuable whitepaper "Top Ten Reason to Automate Your AP Processes".


Tags: Document Scanners, accounts payable, Document Imaging

The Technology Behind Document Management Imaging!

Posted by Dan Termale on Tue, May 15, 2012 @ 10:26 AM

Article Written By: Dan Termale

Take a look at this very interesting short video on how a digital camera works! 

Technology is ever evolving and it is often hard to keep up with the latest and greatest! Over the past decade digital cameras have progressed tremendously and have become better quality and more affordable then ever. That is every consumers desire, to purchase a product that is better quality for a lower price and thanks to new technologies that is what happend to digital cameras. Using this technology companies have been able to produce smaller more compact cameras with the highest megapixel capacities to hit the market! The video above explains the mechanics that make a digital camera work. It is very interesting stuff!

The technolgy behind a digital camera is in essence the same technology that enables Document Imaging and in turn allows OCR (Optical Character Recognition) to function. When a scanner images a document it captures a picture and then uses OCR to process the information. You can think of a scanner as a large digital camera that simply takes photos of anything that you feed through it. The amazing thing about technology is that you canscanner leverage it in so many different ways! Document Management is crucial to every business and can be used in pretty much every department. It allows businesses to operate efficiently and accurately leaving them more time to focus on higher priority corporate objectives. The technology behing Document Imaging is the driving force to the way most businesses are operating. If your business is still full of manual business processes and tedious, error proned document filing systems then it is time to rethink your strategies and look into some sort of Document Management Solution that will best fit your needs.

At AMS Imaging we have been providing our customers with Document Management and

Business Automation Solutions for over 40 years! It is what we do and we love it! Our team of experts will work with you in a


 no-pressure environment to find a solution that makes sensefor your needs. We love helping people on thier journey to going Paperless!

Give us a call we would love to meet you!

Click me

Tags: Document Scanners, Document Management, Document Imaging

Canon DR-6050C Scanner Reviews

Posted by Cindy Bialy on Mon, May 14, 2012 @ 11:21 AM

Wanting to learn more about the imageFormula DR-6050C scanner before making a purchase?  I did and started the time consuming process of researching on the internet.  Searching through the pages of information andCanon DR-6050C reviews I realized I shouldn't let my time researching this product go to waste.  I now share with you through this blog article the expert and user reviews that were the most helpful.

User Reviews....

" Unbelievably fast.  Very little maintenance in the two years we've had both of ours."

"Our office is happy to have this scanner, making our lives easier by handling a suggested daily duty cycle of up to 12,000 scans a day! Now that's what you call working hard. Invoices, delivery notes, charts, reports – you name it, this machine handles them well, loading, feeding and removing documents effortlessly with it's front-feed design. It is Twain compliant so you are assured of the best image-handling and superb quality in every scan."

"Its users give the CANON DR-6050C a very good score for its user-friendliness.They find it very reliable., moreover, most of them share the same opinion."

"Its users give the CANON DR-6050C a very good score for its user-friendliness. They find it very reliable. Moreover, most of them share the same opinion."

The experts say....

"This product is selling at a price in-line with its capabilities and what you'd expect to pay."

My assessment...



Tags: Document Scanners, scanners, Paperless Office

Tips for Choosing a Network Document Scanner

Posted by Mike Thomas on Wed, Jul 20, 2011 @ 03:23 PM

Network Document Scanners are a popular choice for companies getting started with document scanning, and with good reason. They're reasonably priced, don't require a dedicated computer, and help companies quickly convert Paper to Digital Images. When looking for a scanner though, it's easy to be overwhelmed by all of the choices - are you sure you know what DPI is best for your application? When you go to make a purchase decision, consider these factors:

Network Scanner1) Daily Scanning Volume - This is the most important consideration when buying any scanner, networked or otherwise. Think about how many pages you'll need to capture on a daily basis, and make your buying decision accordingly. Try not to consider your entire backfile scanning project when making this determination, either - just think about how many pages you're likely to capture on a daily basis during the normal course of business. You can always outsource to a document scanning service provider to address your bulk scanning issues, saving you time and money in the process.

2) Bundled Software - Without Software, a scanner is just an expensive paperweight. You should make sure that some level of document scanning software is included with the equipment. It's particularly helpful if this is a flexible software toolkit like eCopy or NSi Autostore. These packages will let you do more than just drop images on network share devices and help you drive more value out of your investment.

3) Touchscreen or Keyboard Capabilities - Once you scan an image, you're going to want to be able to tag it with some sort of meaningful data to let you find it, or at least let the person on the other end of the receipt have an idea what it is. Be sure that the device you choose has a Touchscreen interface at the least, and ideally offers the option of attaching a keyboard. Some models, like the HP and Fujitsu Network Scanners, even come with built in keyboards, making them an attractive alternative for companies that need to add a bit more detail to what they're scanning.

There are a lot of options available when looking to buy a scanner, and it's important to not be distracted by the bright and shiny features. Most of the time, they're not going to be of much use to you. Instead, keep these practical elements in mind when making your buying decision and you'll end up much happier with the results.

Tags: Document Scanners, document scanning, ECM