Simplify your school or college data collection and sharing with UNIform

Simplify your admission process by reducing the amount of paper moving around your educational establishment. Choose UNIform for your organisation for a tailored solution and service.

Do you collect data from multiple sources, then integrate it with your in-house systems or export data to external applications and databases? You may need to create reports, communicate with people on the data base, invoice on a regular basis and more.

Wellington College

Wellington College

ITQ UNIform is a web based data and forms solution that was initially designed in partnership with Wellington College (one of the world’s top co – educational boarding schools)but is not only suitable for schools and colleges but for any business transferring, merging and sending data.

  • Make it easier for your clients to access the forms they need, online, in the cloud and from any computer or mobile device.
  • Segment data and create customised workflows to get data to the correct person or location.
  • Analyse data and report on the progress of the admission or other process
  • Export data to external applications and databases.

teaching assist2To introduce such a system it would now seem obvious to use the web for collecting and sending out data. If this constant stream of information happens in your business ITQ’s web based system – UNIform will:

 

1. Increase your efficiency

2. Simplify your business process

3. Reduce costs

4. Help your ‘green’ credentials

 

Clients can access the forms or information they need; online, in the cloud or from any computer or mobile device. UNIform will allow you to segment data and create customised workflows to get data to the correct person or location. Also analyse data and report on the data progress

What is UNIform and what does it do?

ITQ UNIform is a web based data and forms solution that was initially designed in partnership with Wellington College to help manage and reduce the forms they used in the school’s admission process. It allows users to sign in to a web portal and complete all the forms (previously; up to 28 sent and returned by post per student)and this had to be completed for each student before they enrol.

The simple to use interface and guided process makes it easy for parents to glide through all the required documents and submit them. UNIform can be completely customised for you and any business or organisation, to create workflows to manage, segment and routing data, to the appropriate administrator for processing. Processed data can then be analysed and exported to an existing document management system, database or an electronic folder structure.

What makes UNIform unique, is its flexibility in that it can be tailored to each individual requirement in terms of presentation and output options, Wellington College parents are located all around the world. The presentation of the admissions portal was crucial, it needed to look corporate and professional, but more importantly the functionality and the user experience had to be without question a flawless experience.

ITQ UNform

Tel:0865 874848

email:info@imagethroughqulity.com

Teaching Assistant® Award

KYOteaching assist2CERA Document Solutions America, Inc. announced that its business application Teaching Assistant® has been honoured with a 2017 Pick award as “Outstanding Education Market Solution” from the analysts at Buyers Lab International (BLI), and has received its prestigious Gold Tested Solution rating.

BLI’s analysts were impressed with Teaching Assistant’s ease-of-use and wide range of analytical tools, calling it an affordable solution for any school looking to assess student performance more efficiently.

To allow teachers more time to focus on their students and administrators more time for other tasks, KYOCERA developed Teaching Assistant, a business application powered by HyPAS. Continue reading

Bringing Legal Services Up To Date

Legal Services Act 2007

legal1The legal industry is going through a period of intense transformation, with profit margins under ever-increasing pressure from clients, competitors and legislators. The Legal Services Act is driving the creation of new entrants and services into the market, with big brands such as the AA, the Co-operative Group and BT now able to own and run legal companies for the first time.

The legal system in England & Wales hadn’t changed for 300 years, the Legal Services Act 2007 introduced a new level of competition within the legal services industry that will increase and result in wider access to justice. With new entrants to the market, the changes will also provide wider access to a commercial environment that is more accustomed to developing cost-effective legal services.

Unique Requirements

The legal profession has specialist workflows, a dependency on paper and unique information processes, which makes its needs very specific. Firms are obliged to keep documents for certain periods of time and are beholden to strict regulations around data protection and storage.

Failure to correctly manage data can lead to heavy fines for non-compliance, reputational loss and legal action from clients. New European data protection laws introduced in March 2015 mean that companies found in breach of users’ personal data rights will also risk heavy fines.

However, by allowing new powerful entrants to the market smaller high-street law firms will be exposed to competition that is already well established with greater capabilities and existing retail presence. It seems that outdated and outmoded business practices will be squeezed out by the entry of new providers, and so traditional firms may use the Act as a catalyst for change to the way they operate.

legal5An obvious sign of change will be the disappearance of clerks wheeling in barrow loads of papers; all documents will be available, on computer through the Digital Case System, to all members of the court. The present, numerous, bundles of documents will be replaced by a single electronic bundle that can be displayed on a large screen in court. The government is pushing these changes by investing £700+ million in the digital system and judges are encouraging documents to be presented in digital form.

It, therefore, follows that both new providers and traditional firms will have to be prepared to present their documentation in the way that will be expected. This will mean having the right systems and equipment to digitise potentially large volumes of documents.

Archiving

Archiving of documents is already a common office function indexing, archiving and ready access to information is a key requirement but it is not unusual for firms to encounter problems with hard copy document storage & retrieval. Many solicitors will be familiar with a story of a missing paper file, the content of which is key to the matter in hand and the implications of non-accessibility are serious.

Large firms may have the scale, volume of work and profitability to create their own technology-led solution to their file archiving requirements. However, many smaller firms continue to rely on the conventional storage and retrieval services that were created before the technology and digital revolution took place The actual cost of these archives is often not fully appreciated, both in terms of physical office space or the resource spent filing, searching for and retrieving documents. Physical archives are also at greater risk of being destroyed or damaged. To move these smaller firms on may require guidance in order to take advantage of modern technology giving them access to the same functionality, efficiency and cost savings of larger firms.

Paper-Free?

Whilst a paperless society is unlikely ever to exist the current initiative will boost the uptake and acceptance of digital documents and firms need to be ready; either with systems to incorporate documents produced digitally or from scanned originals to then create ‘digital bundles’ to present in court.

legal2For more general applications within a legal practice, whatever the reason for requiring the data, instant access to the information and knowledge contained within a file would be an ideal requirement for many firms. Not only would this save time and minimise risk but it would also reduce costs, increase profitability and allow a more efficient service to clients. The latter being an important differentiator in competitive times.


Saving money 

The digital age now allows scanning and imaging of files within the firm with the latest equipment and software. Whilst all the options available can seem daunting, with right advice leading to the right solution many tasks can be simplified and automated.

A digital system will mean you need not be subjected to cost of on-site or, worse, off-site storage with the ongoing retrieval costs.  You will no longer have to wait for files to be collected and sent back to your offices. Even when the boxes of hard copy data are located and delivered back to the office someone still has to go through the box, searching  files and papers to find the required, relevant piece of information.  This compared to the touch of a button illustrates the potential for massive time and cost savings and data security.
Final Note

Many companies that have made the switch to digitisation still believe they are legally bound to archive hard copies when many regulators accept electronic records that are created and stored in-house. These records will also be legally admissible in court if scanned to British Standard BS10008:2008. Firms that keep paper copies ‘just in case’, need to be aware that keeping records beyond the legal requirement is not compliant with the Data Protection Act and exposes their businesses to legal liability.

Here to Help

With a range of multi-functional printers, printers, scanners and various software solutions ITQ have the flexible solutions and the knowledge and experience to help you determine your digital document pathway. Helping you streamline your business taking account of legislation and British Standards whilst making your firm more efficient and saving you money, to find out how ITQ can be of assistance please contact us on 01635 874848 or check out the web.

BIG POWER NOW COMES IN A SMALLER SIZE

do more with A4
If you have been researching information about new copiers, printers or MFPs you will know there are two main options; A3 or A4. These terms refer to the paper sizes the machine is designed to handle and also generally the larger machines are also recommended for higher volumes and have offered a wider range of options.

The new IT406ci range from ITQ are the first MFPs to combine the high volume capacities and advanced paper handling options of larger devices with the easy installation, smaller footprint and flexibility of a compact MFP

When looking into new printers or MFPs, which one is right for your office depends mainly on the paper sizes you will be printing, copying and scanning. However there are a few other things to be aware of before making a decision.

Paper Sizes A3 VS A4

Many offices use only A4 sized paper. However some offices use the larger A3 size for engineering documents, making booklets, menus, and design layouts. A3 size paper is the same size as two A4 sized pages put together. This makes booklet making easy by simply folding the paper in half.

Also because of the large size it is useful for enlarging engineering diagrams to a readable size. A3 is also great for printing large spreadsheets on. It’s much easier to read a spreadsheet printed on A3 sized paper than reducing the font to fit on A4 sized paper.

The Size Difference Between A3 and A4 machines

Since an A4 machine is designed to work with smaller paper sizes it has smaller internal components. This allows for a more compact design which obviously results in a machine that takes up less space than the larger A3 machine.

On the other hand, an A3 machine is designed to work with the larger sized paper and generally in the past has had larger more durable internal components.

Available Options on A3 and A4 machines

In the past the smaller and lighter A4 machines generally had only light duty options available. For example, if the machine has a stapler option it may be limited to stapling only 20 pages at a time and probably no large capacity tray, folder, 4-hole punch, or finisher available.

This meant that if you required equipment with any of these options then you would likely have needed a full size A3 machine to handle these tasks, even if you only require A4 paper size.

Cost difference between A3 and A4 machines

In the past larger more robustly designed A3 machines will have cost more than the A4 machines not only because of their larger frames but also higher yielding internal components cost more.

Before the IT406ci range the monthly printing/copying volume was the key to determining which machine is most cost effective for your office. Up to 1000-4000 pages a month an A4 machine will usually be the most cost effective. Above that monthly volume an A3 machine was the only option because of its durability. Now the new IT406ci range has the durability and options available for higher volumes when only A4 is required.

 ITQ High Volume A4 Range

Three new colour multifunctional copier/printers have been launched; the IT306ci (32ppm), IT356ci (35ppm) and TASKalfa 406ci (42ppm).

These machines provide the speed, durability and options for a new segment of the copier/printer market, they are all A4 paper size but offer the same features as ITQ’s A3 machines

“Customers want the high speed, high paper capacity and all the options of full size office MFPS but without the cost of A3 which they rarely if ever use.” says Graham Varndell MD at ITQ.

Contact ITQ

Streamline Your Scanning

PinPoint Scanning

When it comes to scanning, PinPoint Scan gives users more options and more control when scanning from your ITQ multi-functional device.

This Kyocera-developed business application lets you choose the exact destination for your scan, it’s highly secure, SSL-encrypted, and subject to user-assigned PIN codes and restrictions.

With PinPoint Scan you can define your own scan destinations, whether they are folders on your PC, an e-mail address or even an application that is automatically opened.

PinPoint Scan is remarkably easy to set up: first, install a small application on your PC, then define your personal PIN code and preferred scan destinations. On the MFP simply enter your PIN code and immediately see all your previously defined scan destinations directly on the control panel of the MFP.

  • Scan to folder – Save the scanned file directly on your desktop or in any folder on your PC.
  • Scan to email – Simply send the scanned document in a new email to your email address.
  • Scan to application – Send the document to applications supporting PDF files.

Users can define and change their personal scan settings by themselves in a user-friendly menu. Fast and easy – The intuitive installation and interface guarantee that anyone can operate the application without difficulty.

From Scanning to Workflow ITQ offers a wide range of applications to streamline scanning for any business from small to large. With Pinpoint Scan, users can easily scan to their PC which makes scanning faster and easier. Other solutions offer OCR, barcode recognition and advanced features for workflow automation and full document management.

Talk to ITQ to find out how we can improve your efficiency and save costs.

Tel: 01635 874848

12 signs you should invest in electronic document management

Is this your business?

Is this your business?

Electronic document management has been around for a long time.  In spite of its longevity there are still a large number of companies who have not considered it as a tool for improving their business operations.

This is largely due to an inertia that just leaves companies doing what they have been familiar with for many years.  Unfortunately they miss the signs that point to a need to consider a new way of dealing with their short term and long term records.

Signs that you might be missing in your office.

  1. Paper filing cabinets never seem to get cleaned out.  The need for new ones keeps growing and growing.
  2. Office workers find themselves hunting each day for important files they need to do their work.  They might even go to the step of posting on a white board the      details of what they are looking for to enable others to help in the hunt.
  3. You find yourself looking for new multi form printers.  Even using dot matrix impact printers so you can create paper forms to route to various departments.
  4. The pile of back filing that grows on the filing cabinets never goes away since it is no-one’s job.
  5. No-one is charged with the responsibility to determine when old files can be shredded.  They just get boxed and stuck in the back warehouse with a date on them.
  6. When someone goes on holiday the ability for others in the office to deal with their files is a big challenge.  Often the work just gets delayed till they return.
  7. Shipments get delayed because the paperwork for matching POs and inventory is not available on time.
  8. Dealing with pdf files from outside contractors and suppliers leads to increased print loads so the system can access the information on them.
  9. You are still highly dependent upon fax in your office.
  10. You get daily enquiries from your account reps wanting to know the status of their account deliveries.
  11. You begin to see your customers broaden their supplier base and dealing with competitors on some products you used to supply to them.
  12. You have several employees who don’t regularly come to the office but work out of remote locations while still needing access to client files.

There are probably other signals which you might recognise in your office as well but the above twelve are common ones.  In some offices you will see all twelve while in some others a handful of these signs will dominate your workflow.

If you go down the list and identify with six or more, then you should look seriously at the potential to move your systems over to a structured electronic document management software platform.  The effort to do this will be well rewarded by improved productivity, less risk and happier employees.

Don’t decide based only on perceptions

Determining that there is a need for change is not a big challenge.  With some assistance it is possible to quantify the impacts of your current systems and figure out what the level of benefit that would be required to make the changes viable and cost effective.  Sometimes you may be surprised by the level of challenge that is created by how you are currently working.

The investment level required to be able to implement a move to electronic document management is much less today than most companies will expect.  Hardware and software costs are substantially lower than historically was the case.  Working with ITQ will also help you avoid many of the pitfalls which can be experienced when inexperienced people try to build their own solution.

Original article on Leppert