Document Imaging / Document Scanning / Document Storage / ECM Solutions

    DISC Implements Referral Program

    Post #4 by Ben Andrews

    Here at DISC we are in the process of implementing a referral program.  Good leads are an integral part to any business strategy, and here at DISC we realize the value of a good lead.  We are currently working on a Partner Portal which will allow for submission of leads.  Our sales force will then follow-up with the contact for the submitted lead and if it leads to a meeting, or a project, you will receive compensation.  The Partner Portal will allow users to receive a commission for each qualified lead that they produce.  

    The Partner Portal works by allowing people to create a user on the Partner Portal.  After creating a user on the system, users can submit information about potential document imaging or storage customers.  After a potential lead is submitted, one of DISC's sales reps will initiate contact using the provided information.  If a meeting takes place after the initial contact, the user who submitted the lead in the Partner Portal will receive compensation for submitting the lead.  If the meeting with the lead turns into an actual project, the user who submitted the lead will receive additional compensation.  During this process users can see the statuses of all the leads that they have submitted.

    The initial launch date of our Partner Portal has not been set yet.  If you would like to be informed when the Partner Portal will be live, or if you would like to be a beta tester, feel free to contact us at sales@kentuckyunderground.com.


    Open Source ECM For Small Business

    Post #3 by Ben Andrews

    Enterprise Content Management (ECM) is not just for large enterprises anymore. Smaller organizations can benefit from the added efficiency, automated retention, and automatic routing of using an ECM solution. For many small organizations the cost of implementing an ECM solution may not seem cost effective, many costing tens of thousands of dollars. Converting to an ECM based workflow from a paper based workflow may seem daunting, but putting it off is costing your organization. Statistics show that a professional can spend 40-60% of their time shuffling through papers. Of this, up to 50% is spent looking for the needed information compared to 10-15% reading the information. Luckily, there are alternatives to high cost commercial ECM solutions within the open-source community.

    The term open-source refers to software developed under licenses which release the essential rights of the authors. This allows anyone to modify, redistribute, or integrate the software as deemed needed. Open-source software has made quite an impact on technology over the years. Apache, an open-source web-server, commands 56% of internet domains (source Netcraft). The open-source web-browser Mozilla Firefox has become a major contender in the web-browser community. The November 2008 market share for Firefox was 20.78% compared to Internet Explorer.s 69.77% (source Net Applications). Between December 2006 and November 2008 IE's market share dropped roughly 10% from 79.92, while Firefox's market share grew roughly 6% from 14.04% (source Net Application's Market Share). MySQL, the world's most popular open-source database, is the fastest growing database in the industry. MySQL.com reports a 25% gain in market share over the last two years, 10,000,000 active installations and a daily download rate of over 50,000.

    In the field of ECM and ERM (Electronic Records Management) there are several open source alternatives to high cost commercial solutions. These solutions are not geared towards large corporations, but are well suited for the needs of small and medium sized organizations. Some of the open source options have a robust feature set and a large community within their support forum. Most of the open source options are web-based and do not require any specialized installation or configuration on the client machines. Some do provide web browser extensions and small client applications to allow for quicker access to, and uploading of, documents.

    Nuxeo 5 (http://www.nuxeo.com/) is a Java EE based ECM server which boasts a great deal of features. It provides features that allow for easy extensibility and customization of their platform. The source code for this application does not need to be modified to create add-ons or custom behaviors, just connect modifications to the corresponding extension point and it is ready for deployment. Nuxeo offers a security model that is based upon grant / deny permissions for users / groups. All actions performed are logged for auditing, thus providing efficient content and activity monitoring. Another nice feature that will be appreciated by end-users are the web-browser extensions that allow for files to be uploaded to the server using the drag-and-drop method directly into the web browser window. Also included in this application is a workflow service, which allows designing and applying of processing and routing rules to content within the ECM system.

    Alfresco (http://www.alfresco.com/) is headed by John Newton, the co-founder of ECM developer Documentum, and John Powell, former COO of Business Objects. Alfresco has released a Java based ECM solution called 'Alfresco Community Network,' which is released under the GNU General Public License and runs on Windows, MacOS, Unix, or Linux. This edition provides the same functionality as their Enterprise Network edition but is only supported by a community forum. Alfresco provides a web based interface, but also allows for the client operating system to be configured to connect to the Alfresco repository by means of CIFS, for drag-and-drop uploads from an explorer window. Alfresco has the capabilities for image managements, document management, records management, and web content management within one repository. User and group permission can be implemented with the ability to select read and/or write permissions. The 'New Rule Wizard' interface allows for creating and implementing rules and routing to document of a single type, documents that match a regular expression, or are in a specific category. Document versioning and auditing can be achieved with this solution as well.

    Some of the other open source solutions worth noting are:

        * KnowledgeTree (http://www.knowledgetree.com/)
        * Magnolia (http://www.magnolia.info/)
        * eXo ECM (http://docs.exoplatform.org/)
        * Jahia Community Edition (http://www.jahia.org/)

    Incorporating an open source ECM solution into your organization may suit your specific needs and are definitely worth looking into. Some solutions may come close to meeting your needs and only require a small amount of customization or modification to encompass all you requirements. Open-source software is gaining ground in the business world and can be a cost effective way to migrate your organization into the information age.


    DISC / KUSI Implement Scan-On-Demand Services

    Post #2 by Ben Andrews

    DISC, in collaboration with Voltaic Commerce and Kentucky Underground Storage, Inc (KUSI), has been working on implementing a streamlined document request and retrieval system for KUSI.  Using DISC's Online Retrieval System and a custom customer portal developed by Voltaic Commerce, KUSI's clients will be able to request a record, get notification about and review request statuses, and view requested documents all from within their web-browser and over a secure internet connection.  Initially the Online Portal will provision a quota of free storage within the portal for each client.  Client databases and file structure will be segregated and the portal retrieval has permission setting based upon user or groups, as to assure only authorized access to documents.

    Besides the retrieval functionality our online system includes, but is not limited to, the following features:

    • Keyword Search for indexed terms
    • Full text search of PDF and image files
    • Document Versioning and Revision History
    • Virus Protection
    • Audit capability through detailed logs
    • Supports any type of electronic file
    • Document Routing
    • Document Subscriptions

    More information about our Online Retrieval System can be found at this link.


    Rules and Statutes Supporting the Admissibility of Digitized Images in the Course of Litigation

    Post #1 by Ben Andrews

    Currently the legal admissibility of images created by the process of document imaging is not completely black and white. There are several laws to look at before your organization makes a decision whether to move forward with a document imaging system. This should by no means be your sole counsel regarding the legal admissibility. This is meant only to give you a few rules and regulations to inquire about with your legal representation.

    The 'Federal Rules of Evidence' Rule 1001 Section 4 states that, "A 'duplicate' is a counterpart produced by the same impression as the original, or from the same matrix, or by means of photography, including enlargements and miniatures, or by mechanical or electronic re-recording, or by chemical reproduction, or by other equivalent techniques which accurately reproduces the original'. Thus from the previously stated rule we can assume that the process of scanning a hard copy into a digital form classifies the electronic image as a 'duplicate' of the original. Rule 1003 states, 'A duplicate is admissible to the same extent as an original unless (1) a genuine question is raised as to the authenticity of the original or (2) in the circumstances it would be unfair to admit the duplicate in lieu of the original'. Rule 1003 tells us that the duplicate is admissible just as the original. Rule 1004 Section 1 states that an original is not required if, 'Originals lost or destroyed-All originals are lost or have been destroyed, unless the proponent lost or destroyed them in bad faith'. From the previously stated rules it is gathered that a duplicated electronic file is admissible as long as there is no question to the authenticity of the original, as long as it would not be unfair to withhold the original, and the original has been destroyed without malice.

    Title 28 of the U.S.C., Part V, Chapter 115 ("Evidence; Documentary") states, "If any business-in the regular course of business or activity has kept or recorded any memorandum, writing, entry, print, representation or combination thereof, of any act, transaction, occurrence, or event, and-has caused any or all of the same to be recorded, copied, or reproduced by any photographic, photostatic, microfilm, micro-card, miniature photographic, or other process which accurately reproduces or forms a durable medium for so reproducing the original, the original may be destroyed in the regular course of business unless its preservation is required by law. Such reproduction-is as admissible in evidence as the original itself in any judicial or administrative proceeding whether the original is in existence or not."

    The Kentucky Legislature statute KRS Chapter KRE.00 (formerly KRS 422A.00, "Kentucky Rules of Evidence") does not indicate anything to the contrary of the "Federal Rules of Evidence". KRE.00 Rules 1001 Section 4, Rule 1003, and Rule 1004 Section 1 read exactly as stated in the "Federal Rules of Evidence".

    Other KRS Chapters state issues as to the admissibility and legality of electronic images, such as KRS Chapter 369.00 ("Information Technology"). KRS Chapter 369.102 ("Definitions for KRS 369.101 to 369.120") Section 7 defines an Electronic Record as, "A record created, generated, sent, communicated, received, or stored by electronic means." Section 13 of KRS Chapter 369.102 defines a Record as, "Information that is inscribed on a tangible medium or that is stored in an electronic or other medium and is retrievable in perceivable form." Based upon the two sections of KRS 369.102 previously stated it is outlined that an electronic image classifies as both a Record and an Electronic Record. KRS 369.104 ("Prospective application of KRS 369.101 to 369.120") states that, "KRS 369.101 to 369.120 applies to any electronic record or electronic signature created, generated, sent, communicated, received, or stored on or after August 1, 2000." KRS 369.107 ("Legal recognition of electronic records, electronic signatures, and electronic contracts") Section 1 states that, "A record or signature may not be denied legal effect or enforceability solely because it is in electronic form." Section 3 of KRS 369.107 states that, "If a law requires a record to be in writing, an electronic record satisfies the law." KRS Chapter 369.113 ("Admissibility in evidence") states, "In a proceeding, evidence of a record or signature may not be excluded solely because it is in electronic form."

    KRS Chapter 369 also contains information pertinent to the retention of records. Section 1 of KRS 369.112 ("Retention of electronic records - Originals") states, "If a law requires that a record be retained, the requirement is satisfied by retaining an electronic record of the information in the record which:

        * (a) Accurately reflects the information set forth in the record after it was first generated in its final form as an electronic record or otherwise;
        * (b) Remains accessible for later reference."

    Section 4 of KRS 369.112 states, "If a law requires a record to be presented or retained in its original form, or provides consequences if the record is not presented or retained in its original form, that law is satisfied by an electronic record retained in accordance with subsection (1) of this subsection." Section 6 of KRS 369.112 states, "A record retained as an electronic record in accordance with subsection (1) of this section satisfies a law requiring a person to retain a record for evidentiary, audit, or like purposes, unless a law enacted after August 1, 2000, specifically prohibits the use of an electronic record for the specified purpose.

    To read more about legal issues regarding document imaging click here.