Software Development Firm Since 1994
IMS is customer focused, providing robust/feature rich solutions, while keeping SIMPLICITY as the forefront concept for all aspects of our products and services. Our core client focus is on small to medium-sized Enterprise markets, offering the latest technology and strategies involving Document Management & Retrieval Software Solutions. Whether an office is less than six users or an organization with millions of users, IMS provides functionality and features that rival other products offered by larger businesses whose primary focus is on large enterprise level organizations. With simplicity as our main focus, IT friendliness is appreciated by our large clientele. IMS is individually designed to operate in multiple network environments by using existing software and hardware infrastructures to reduce costs. IMS also offers an IT friendly environment for installation, use, support, and maintenance.
IMS and its partners offer the latest and most advanced integration capabilities to assist your organization’s desire to meet compliance requirements, create intelligent document workflow processes, overcome communication barriers with external and internal customers, and larger scale interaction required in today’s Enterprise market.
IMS was engineered to optimize your business processes, streamline print-scan-fax-courier-copy-handling expenses, gain a better return on your IT investment, and boost employee productivity which encourages better moral.
The industry challenges and solutions listed to the right may compliment your specific industry work environment. You may envision a lot of different or additional benefits offered through our many software products and partners. Our only limitation is your imagination. Our consultants work from a clean slate regardless of our experience with your industry so that the exact solutions may be perfectly designed for your office environment. We may compliment your current style of managing information by digitalizing paper documents and electronic files within one repository. We may also help you design a more efficient method of document work-flow processes by utilizing our many products, services, and automated resources.
Increased accessibility
Long-term document preservation
Printing Cost Dramatically reduced
Intelligent, fast document search & retrieval
Scaleable, network-friendly technical architecture
Compatible integration with existing applications
Universal document access via standard web browser
Loss Prevention due to fire, water, hurricane, or terrorist act
Customer Service response time and billing turn-around increased
Reducing overhead costs, including physical storage space and supplies
Portability using CD or hard drive space within a laptop or access via web
Ensuring data and system integrity and providing document rights security
Multiple employees or customers accessing same information simultaneously
Protection from unauthorized access and alterations securing document integrity
Annotations, notes, and security features enhance customer service within shared document environments
Increase employee productivity; reduce redundancies and workload while increasing employee satisfaction and morale
If the phrase “time is money” fits within your industry, then IMS has a solution for you. With needs to improve communications between clients, with other offices and home offices, out among the field representatives, and with vendors, access to information is vital. IMS can help speed up transaction approvals and minimize delays in business procedures by intelligently routing incoming faxes and scans to the appropriate personnel. Automated processes and integration are possible for increasing productivity and response time when communicating with the CRM, portfolio management, and other applications.
- Shorten Loan Processing
- Improve quality control of paper
- Significantly reduce file storage space
- Annotations: notes, highlights, black-outs
- Reduce time searching through warehouses and microfilm for information/documents
- Departments tracking transaction discrepancies become more efficient and cost effective
- Bank auditing becomes more efficient and less time consuming with little to no paper needed
- Improve compliance with NASD, Sarbanes-Oxley, the USA PATRIOT ACT, SEC, and other mandates
- Eliminate the need for a customer to physically bring all their information back up to the bank for additional transactions
- Prevent the need to duplicate a customer’s existing information when creating new/additional portfolios (no additional paper copies)
- Have access to signature cards, W-8 forms, W-9 Forms, affidavits, legal processes, and other relevant documents that tellers need to respond more effectively to customers; this reduces time and expense of faxing and/or proper destruction of same information
Typical information to manage:
- Mortgage loan documents
- Applications to journal entries
- Customer loans
- Construction loans
- Cash reports
- Cash letters from other banks
- General ledger spreadsheet
Sharing information becomes more efficient and faster when retrieving printed material. Information that typically absorbs staff and administrative time could be greatly reduced by allowing students access to information via the web. Materials are initially located through searches for document types ranging from selective readings, notes, exams or course syllabi. From there, students can find materials by course or document title, instructor name, department, or course number.
Benefits to Students:
- 24-HOUR access to information via web
- Run full text OCR search throughout entire database
- Track & view information concerning a course syllabus, lecture notes, or even selected readings
- Reduce need to physically be present in library or on campus to view or make copies of information
- Less need to utilize library copier at an average of $.10 per copy or average document costing around $2.50
- Reduce printing/copy costs by either viewing or saving to student’s personal computer or printing on personal printer
Benefits to Library:
- Internal full text OCR search capability
- Conserve library department’s time and resources
- Perform powerful full-text search and queries adding great value to students and faculty
- Protect and preserve valuable historical archives, official museum collections and documents, rare books, manuscripts, and photographs
Admissions
Providing information in a timely manner to counselors, advisors, financial aid officers, and admissions staff across a multi-campus college, especially during registration, can be greatly effective in providing information within seconds to all departments simultaneously. If microfilm is still being used, IMS will allow for faster retrieval, full text OCR search, annotate records, block out confidential information, and most importantly add files or redact documents. Registration, admissions, advising, and counseling staff is able to retrieve documents as part of a permanent file, including: state residency forms, applications, college and/or high school transcripts, letters of recommendation, and add/drop slips.
Benefits to Admissions:
- Automate processes to drastically reduce staff time when sorting & indexing student records
- Transferring information on disc or paper can be greatly reduced and limit risk of confidentiality issues
- Coordinating access to admission files can delay committee deliberations if not sharing digitally through IMS
- Respond immediately to parents and students when accessing records to improve response times and satisfaction
Typical Types of Information:
- Maps
- Blueprints
- Business records
- Student and personnel records
- Admissions and development files
School districts have become a common and ideal candidate for a document management solution. When considering extreme budget constraints, continually being under-staffed, ever-growing student population, overflowing record rooms, and the burden of increased expectations upon staff and faculty; document management solutions have become vital. These problems are not going away, and they have become an inevitable cycle.
One very common denominator among all of these problems is time. More time is needed to accomplish more with less, and more time efficiency is needed to release financial strains. A document management system’s core aspects are to save time in retrieving information within seconds from any computer in the world. Not only can information be retrieved quickly, processes will be more efficient, and the time needed in requesting information from other staff members will be reduced. Also reduced will be walking long distances for records/information and the supply cost associated with fax-print-courier-paper handling. Freeing up space that once occupied filing cabinets could allow for another office or classroom. The records storage and retrieval burden of complying with regulations such as NCLB, FERPA, and HIPAA will become more simplified and meet compliance requirements.
Records, attendance documents, disciplinary referrals, notes from home, and report cards all can be stored and managed within one systematical repository and decrease retrieval time/costs in half.
Documents and digital files of varying types and size can be scanned or saved within a single or multiple IMS databases; these documents may include identification and insurance cards, super bills, admissions, EOBs, patient records, billing, and encounter forms just to name a few. IMS is a records management cornerstone of HIPAA compliance initiatives, providing comprehensive security that protects records while reducing storage costs and allowing authorized personnel to access information on demand.
Eliminate missing charts
- Decrease low quality faxes and equipment/supply costs
- Retrieve documents and reconcile disputes immediately
- Improve patient care with fast access to current and historical information
- Archive and retrieve admissions records more cost-effectively and efficiently
- Highest levels of security protects non-consensual release of protected health information
- Allows for automatic procedure when expired patient records need proper and timely destruction
- If a patient visits multiple doctors within the same day, manually transporting physical records may be a disaster. Retrieve all records simultaneously using IMS.
- Eliminate the need to retrieve patient information days before an appointment, have instant access to any and all records within seconds and simultaneously
- A typical hour search for patient information can now be retrieved within seconds. No need to return documents, make copies, and/or destroy duplicates once no longer needed
- Track who, what, where, and when a record is accessed using the IMS Audit feature. Protecting the integrity of patient information is a primary goal of HIPAA, and IMS Audit can help ensure the security of that information.
Local Government & Law Enforcement
Local governments face challenges from a growing workload, including an increase in crime, to less financial support needed to complement the rise in financial demands. One way to fix these financial constraints and the strains on the staff is to implement a more efficient method for handling and retrieving information. It’s like adding extra staff without the payroll expense!
Emergencies are constant with law enforcement and rescue situations, and information is needed immediately. When minutes and seconds really do matter and could even prevent disaster or could save lives, information can be received within seconds through wireless laptops, fax, or phone, using a document management solution.
Confidential information and public records are at risk of theft, fire, water, or being misplaced and must be protected and preserved for even up to hundreds of years. While paper is obviously a short term solution, conversion to digital documents will fix many of these issues. Even E-sized maps and drawings can be converted digitally and provide simultaneous access for emergency personnel and engineers within seconds.
Agendas and minutes for council meetings need to be prepared and distributed. Police reports and evidence need to be processed, including video, audio, and photos. Municipal codes, budgets, employee records, maps, and lab reports are all related information needed in the clerk’s office, public works office, police departments, and fire departments. All local government is concerned with expenses related to paper and microform-based record management, and increasing productivity and disaster prevention have become a serious issue. IMS offers a complete solution by protecting information and efficiently managing and retrieving information.
- Scan historical maps and AutoCAD files and drawings
- Reduce hours responding to public information requests to just minutes
- Field personnel can access critical information on-site from wireless enabled laptops
- Run sophisticated reports most law enforcement agencies currently do not have access to
- Look for specific information to lead to time sensitive actions or courtroom responses
- Improve emergency response times by providing accurate, timely information to first responders
- Provide complete and instantaneous information for officers needing support for their investigations and court appearances
- Simplify compliance with multiple retention periods for different types of records including juvenile, misdemeanor, and felony records
- Allow for rapid response to defense questions and assertions, by using a laptop within the courtroom with all digitized records and information saved to the hard drive or disc
- When paper documents have been obtained for review, searching for specific information within thousands of documents could take hours, days, or weeks of an individual’s time by manually reading page after page. IMS allows for scanning in thousands of documents at speeds of 500 pages per minute and faster; then running a full text OCR search can detect any pages relevant to the case.
Dealing with volumes of paperwork is a challenge for every business. Processing information readily available can make the difference between profit or loss, success or failure. Methods in handling paperwork can be quite cumbersome and be subject to error. Documents pertaining to shipment lots and testing certification are typically received from several different sources and are sorted, matched, and filed manually. Once this accumulative information is organized and filed in filing cabinets, they become time consuming to retrieve, sometimes being misplaced or put in another employee’s possession. The documents tend to degrade over time from constant handling--stapling and un-stapling, just to view specific elements, and chancing this document or element is not the latest/up-dated version.
New industry standards and requirements are forcing some manufacturers to duplicate multiple sets of information only to create more copy-print expenses, retrieval time, inaccurate or latest changes, inconsistencies, and confusion. These issues can easily be resolved by creating digitalized processes, scanning or saving information into a single filing repository.
There are many opportunities within the manufacturing industry to reduce printing-copy-fax-courier and time handling with these documents. Allowing IMS to automate processes that involve multiple steps from printing, emailing, faxing, and handling/distributing multi-part forms and documents will drastically increase productivity. Projects that involve one or more documents to be handled, annotated, and signed by multiple departments or individuals can be simplified, and the time spent tracking the process and status of these documents will be reduced.
Custom orders require even greater amounts of paper for tracking detail reports, customer’s purchase orders, internal contract review forms, original drawings and sketches, material list, change orders, and quality reports to name a few.
Typical Manufacture Problems:
- Document Sharing
- Location and retrieval of archived documents
- Tracking and auditing of document-based processes
- Manual capture, processing and archival of transaction documents
- Coordination of disparate processes or workflows that utilize the same documents
Benefits:
- Reduce transit time of orders
- Faster visibility of order status
- Consistent and fast order review
- Eliminate file rooms and related work
- Answer order inquiries more quickly
- Free up to 20% of sales assistant’s time
- Drastically freeing up time typically dedicated to document processing
- Quick access to complete orders, including all associated documents & invoices
- Viewing/accessing information simultaneously by multiple employees and/or customers
- Better consistency in customer communication due to users accessing the same and accurate information while knowing they have the latest version
Typical Types of Information:
- Inspections
- Stock receipts
- Test reports
- Invoices
- Packing slips
- Bills of lading
- Freight bills
- Quality assurance certificates
- Certification reports for each batch of equipment that is bought or sold in the warehouse
Your clients demand confidentiality, professionalism, accuracy, and a quick response to inquiries. Accounting firms charge for billable time, copies, prints, and more. These issues can be a challenge when paper continues to grow, and access to information becomes more difficult, especially when off-site storage facilities are needed. IMS offers many advantages that can give your firm an upper hand with your competition. The only problem is, how do you make money when your billable time is seconds rather than minutes.
- Eliminate typical offsite storage facilities
- Retention could be up to 10 years or longer
- Improve productivity and workplace efficiency
- Deliver more efficient, professional, and timely service to clients
- Greatly reduce time accessing, indexing, and distributing documents
- Integrate with current software applications and potentially automate many processes
- Tracking and auditing of email/paper documents/electronic files with IMS will help you abide by strict documentation rules enforced by the Sarbanes-Oxley Act of 2002
Listening to your clients, looking for facts, sticking to details, being one step ahead of the opposing lawyer, having accurate and the latest information: all of these are important when fighting the “rat race” and when time is of the essence. Has researching information ever felt like trying to find a needle in a haystack? IMS can help search through thousands of paper documents within a few hours rather than days or weeks. Could having all the information related to a case or having other paper documents that are in filing cabinets at the office be beneficial if it was on one CD or on a laptop’s hard drive with search capability? Does your office ever need to search through hundreds of filing cabinets when investigating, and the paper is not feasible to transport or distribute to other locations for review? How often will insurance companies or clients send your office boxes full of information that may or may not be beneficial, and hours to days are spent looking through them? What if these boxes could have been on a CD with search capability, able to do a full text OCR search or run queries to narrow your search to a minimum? How much is this saved time worth?
- Staff productivity
- Increase file security
- Increase retrieval time
- Remote access via web
- Disaster recovery solution
- Viewing and editing functions
- Track minutes, copies/prints, dictations, and notes more effectively
- Retrieve same information by multiple people within office simultaneously
- Drastically increase in case retrieval time from a typical day to just minutes
- Reduce printing, fax, and courier expenses through use of email or burn to CD
- Make notes & annotations without compromising the integrity of the document
Greatly reduce manual input time and avoid spelling errors for incoming correspondence
While in session, pull up any document on laptop (hard drive or disc) within seconds and provide print outs to judge
Clerks and lawyers can find information buried within millions of documents related to major lawsuits in minutes rather than days
Take laptop & portable scanner off-site to client’s location or other scenarios for doing mass scanning to avoid shipping paper to law office
Retrieve entire case files within seconds, including depositions, photos & documents, instead of working with incomplete, misplaced, or lost files
When paper documents have been obtained for review, searching for specific information within thousands of documents could take hours, days, or weeks of an individual’s time by manually reading page after page. IMS allows for scanning in thousands of documents at speeds of 500 pages per minute and faster; then running a full text OCR search can detect any pages relevant to the case.
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