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SUCCESS STORIES
California Dental Association.
Solano Community College
Mendocino Community College
California Association of Highway Patrolmen
Pacific Gas & Electric
TASQ Technology
Shasta County
Nez Perce County
Central Pacific Mortgage
Corinthian Homes
California Dental Association
Dentist retirement information to be scanned
Sacramento, CA
The California Dental Association
installed a PaperClip imaging system in 1994 with the
goal of managing their member files more efficiently. Their old
microfilm system was not responsive to the needs of the Policy
Service Representatives (PSRs). Applications and renewals were
microfilmed and sent off-site for development. When they were
returned, a week later, they were filed into a drawer in the
filing room. PSRs needing the information during phone
conversations with members, had to leave their desk to pull the
microfilm that contained the document they needed. Response time
was slow and when the PSR returned the members call, the member
was often unavailable resulting in the dreaded phone tag.
In an effort to make the PSRs
more efficient and improve member service, the CDA installed a
10 user PaperClip and "clipped" to the existing AS-400
database. As documents were received, they were scanned directly
on to optical platters and linked to the member's record in the
database. Now, when PSRs need a document relating to a member, a
"hot-key" retrieves the members folder and displays
the document needed. The result is more efficient PSRs and
better customer service. Questions are answered on the member's
initial call eliminating the need for the PSR to leave their
desk or play phone-tag. The reduction in the phone bills paid
for the initial system in less than a year.
Since installation the system has
continued to grow and is now over 35 users.
The CDA recently upgraded to PaperClip's 32 bit version.
Additional groups and departments have been added over the
years.
The CDA installation was featured
in Comstock's Magazine Technology Section. PDF
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Solano Community College
Fairfield, CA
Solano Community College
initially installed PaperClip Imaging software in 1995. The
installation was featured in the California Computer News –
Educational Technology Section. PaperClip is used to store
student transcripts, applications and Class Rosters. PaperClip
is "Clipped" to the Campus HP-3000 Reflections screen.
While in a student’s Mainframe record, a "Hotkey"
quickly retrieves the student’s electronic folder. Images can
be retrieved with a double click of the mouse.
The PaperClip system was recently
updated to the latest 32-bit version and the server will be
upgraded to a full Enterprise version this fall. Other
departments within Solano, including Police and Student
Services, are interested in the PaperClip for storage of their
documents.
"An imaging standard has
been established at Solano, allowing the growth across campus
departments." stated Terry Peterson who installed the
initial system at Solano. Peterson's company, Digital Solutions
Group has upgraded and expanded the system several times since
it was first installed. "As the systems grows Admissions,
Financial Aid, Counselors, Medical Services and even the Police
Services can share the student information and records without
leaving their desk.
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Mendocino Community College
PaperClip Imaging Software will store students' records
Ukiah, CA
As students return to Mendocino College this fall, their applications, transcripts and records will be stored on-line in the new record management system. PaperClip was installed in the Admissions & Records, Counseling and Business Departments. A Hewlett-Packard 220ex optical jukebox was installed for storage of up to 4,400,000 pages. Document images will be scanned in from three high speed duplex scanners. The PaperClip system was "Clipped" to the Student records on the existing mainframe system. Reflections terminal emulation provides a front end from the student’s mainframe system to their electronic PaperClip folder. Additional functionality will include Routing, Task groups and "SoftClip" applications. SoftClip includes files in native file format including Word, Excel and other desktop applications. The PaperClip Enterprise version was installed included 5 full production and 15 view only licenses. Other departments within Mendocino College will be able to share the system with the addition of user license packs in the future. "Once the database server and optical jukebox are in place", stated Terry Peterson of Digital Solutions Group, "other user packs can be added with a single configuration file." The system provides groundwork for a campus wide standard and image compatibility between departments. "Mendocino College is just starting to use the systems functionality. In the future they will be using the routing to improve business processes and native file formats to include all internal documents in the image folders."
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CAHP
California Association of Highway Patrolmen
Imaging system will store member's records
Sacramento, CA In order to provide their members quicker and more accurate service,
the California Association of Highway Patrolmen (CAHP) will be processing and storing Member's applications and records electronically.
As applications are received and approved, the CAHP will be scanning completed applications with their new PaperClip document imaging system.
The 15 user PaperClip system installed in 1999 captures scanned images of applications and writes them onto
optical disks for long term storage and quick retrieval. The optical filing system was integrated with the "Members" database, which is running
on the CAHP's network. Digital Solutions Group of Elk Grove, California, provided software and database integration services the hardware.
Digital Solutions Group, a PaperClip dealer, analyzed the CAHP's requirements and found a FoxPro database
was being developed to track the patrolmen's information indexed by Badge number, SSN and Name. All records contained a unique
Badge Number that remained constant regardless of the Officers active status. "It seemed logical to use the existing database and simply
add images to the Patrolmen's records." stated Terry Peterson of Digital Solutions Group. "Most imaging systems force the users to reenter
index data and maintain two databases. PaperClip allows CAHP to add images directly to their 'Members' database."
As Membership Applications and supporting documents are received and processed at the CAHP office, they will be
scanned by two high speed Fujitsu scanners, indexed to the Badge Number and "Members" record on the networked FoxPro
database, then moved onto a Hewlett-Packard optical jukebox for storage. When records are needed in the future, the users
simply look up the Badge Number or patrolmen's name in the FoxPro database and hit a "Hot Key". PaperClip extracts
Patrolmen's information from the database screen and retrieves the Patrolmen's folder containing the Applications for
Membership, Insurance, Health, Dental and related correspondence. Once retrieved, the images can be viewed, printed
or faxed directly from the imaging system.
The California Association of Highway Patrolmen sees this project as a starting system and
expects the entire Association will be interested in imaging their records in the future. Additional software options such
as COLD and workflow will be added in the future and the system expands.
The Association is also installing ISYS full text indexing software. With ISYS, documents
are scanned and converted into text by Optical Character Recognition. Once converted to text, the information is full
text indexed allowing the use if ISYS's powerful search engine. Documents can be searched for keywords using Boolean and fuzzy logic.
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Pacific Gas & Electric
PaperClip to store Field Tickets
Fresno, CA
Every time a service call is placed at Pacific Gas & Electric, a field ticket is generated for the repair technician.
The field tags are assigned and serviced by a PG&E repair specialist who notes the time and material required to repair the equipment and close the field ticket.
A digital photograph is taken, before and after the repair is made. The closed field tickets and digital images are returned to the Fresno service center for processing and storage.
Closed field tickets are scanned using a Fujitsu 4097D scanner and indexed into PaperClip Imaging Software by
ticket number. The digital images are imported into the ticket folders and stored in native JPEG format. Completed ticket folders are stored to a Hewlett-Packard
optical jukebox for permanent archive.
Tickets are available to other PG&E service offices across PG&E's wide area network. The instant access to required
compliance documents streamlines PG&Es records storage and retrieval. Service centers through out California's Central Valley have instant access to their field tickets.
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TASQ TECHNOLOGY 
Rocklin, CA
Tasq Technology, a provider of E-commerce enabling technology and services to the payment processing
industry, identified a need for a document management and document imaging system. Faster retrieval of Sales
orders would increase the company’s responsiveness and provide better service for the Customers.
Digital Solutions Group installed PaperClip Imaging Software and linked or "Clipped" the images to the
existing Advantage Database. In essence, the Advantage Database become the look up front-end to the Imaging
Systems. Clipping simplifies the user retrieval, training and provides a quick sure way to access the
Customer’s folder of documents. Lost and misfiled Sales Orders were eliminated since they are scanned and
indexed as they are completed.
The existing bar-coded Sales Order is scanned and interpreted by SeaBars Software. The multiple pages are
assembled into documents and index information is passed to PaperClip's Import Utility. Images are written to the
Jukebox while the index information automatically creates the folder in PaperClip.
The imaging system now scans 3,000 to 6,000 pages per day. Index information is automatically extracted
from the bar-code and the images are imported directly into the PaperClip system.
The PaperClip imaging system is being expanded to include Sales Orders processed in Tasq's Kennesaw Georgia plant. Georgia Sales Orders will be sdcanned
and transfered to Rocklin for bar-code processing and long term storage. Georgia users will retreive images from Rocklin using Citrix thin client session.
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Shasta County 
Redding, CA
Shasta County issues various permits for construction and development within the County. The Permits are entered
in to a Permit tracking database by parcel number. Documents are scanned in to PaperClip imaging software and stored to a
Hewlett-Packard optical jukebox. As permit information is required, the Parcel number is entered in to the Permit tracking
database. Once the Parcel/Permit is found, a keystroke retrieves the images related to the Permit.
A unique component of this installation is the use of a Graphtec large-scale scanner. The Graphtec scanner allows Shasta
County to scan large documents in to the system. Area maps and blue prints can be digitized and stored to the optical
platters. The large format images can be viewed using special view software called SuperView.
Shasta County has been using the PaperClip Imaging software and system for over seven years. All the County
building, septic and construction permits are stored in PaperClip.
Nez Perce County 
Lewiston, ID
Nez Perce County installed a PaperClip Imaging system in the Assessor’s office. The documents stored in the system are available to
other departments in the County on-line. This saves the time and labor for the Auditors to physically go to the Assessors office and request
the file. It saves the Assessors office the time and labor of retrieving and refiling the documents.
The system is being expanded to the Court and Juvenile Detention as the system grows.
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Central Pacific Mortgage
Folsom, CA
When Central Pacific Mortgage
moved to new offices in Folsom they decided to leave something
behind - THE PAPER! Instead of cluttering the accounting
department with boxes of closed loans and paid invoices, Central
Pacific Mortgage will be scanning their documents and storing
them on optical platters.
Now, as loans are closed and
invoices are paid, the complete files is scanned with a Bell
& Howell 1000FB, 46 page per minute scanner. The automatic
sheet feeder allows continuous scanning of large files or
invoice batches. The documents are indexed into a PaperClip
Imaging Software system. Once the documents are indexed, they
are written to a Hewlett-Packard optical drive. With each
platter holding 5.2Gb of data, Central Pacific Mortgage will be
able to store up to 130,000 documents on a platter the size of a
CD. Since the optical media is removable, the storage capacity
of the system is virtually unlimited.
"The nice thing about the
system is that all the equipment can be used as the system
grows" stated Terry Peterson of Digital Solutions Group,
the system integrator who installed the system.
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Corinthian Homes
Rancho Cordova, CA
After struggling with scanning and storing images in a Windows tree,
Corinthian Homes wanted additional control and ease of use. They still wanted to have flexible, ad-hoc
retrieval while automating the scanning and indexing operation. They selected the eCabinet by Ricoh.
The eCabinet is a server, database, OCR and storage device which attaches directly to the network.
Users scan images and rout them to the eCabinet. The eCabinet OCRs the document and indexes the
document by key words. These key words are then added to the database for look up and retrieval.
"The existing images were imported into the eCabinet for a quick start. The browser front end was a comfortable interface for the users." stated Terry Peterson of Digital Solutions Group,
the system integrator who installed the system.
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