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Millennia Group Newsletter - January 2009
What’s New at Millennia Group 
2008 was a very exciting year for Millennia. Early in the year, we embarked on a plan to turn ourselves into a stronger company—from one that provided imaging services to one that provides comprehensive Managed Imaging Solutions. We spent the past year like carpenters, first tearing down the production systems and processes we had built over the past 13 years, and then building up from scratch a new and better company. Throughout all of this, we dug deep to determine what we had learned over the years and which skills would best serve our clients and prospects over the coming years. Technology has changed, corporate philosophy has changed, and the economy has certainly changed. However, we recognize that the need for our services has increased substantially in response. You may not need us in the same way you needed us in the past. You may have less paper-based processes now, for instance. However, we can help in many different areas that have grown in significance or complexity. In this newsletter, we will highlight some of our newest service areas. They have been added to respond to your changing needs, and we want to thank you for your help and confidence as we continually work to enhance these service offerings. One thing will never change, and that is our dedication to serving you. Please read more details about our new services, applications and news tidbits: News Tidbits – Just the facts FileStar Image Warehouse – The perfect place to store your image files Imaging System Optimization – Are you getting the most out of your imaging effort? On-Site Imaging System Management – Let us run your in-house imaging system. Records Management – Records management programs and retention schedules for your business. Project Portal – The best way to manage your large backfile conversion projects. Scan Squad – Our mobile scan team has received a new moniker from Kodak. Thank you and we wish you a prosperous 2009. Have recent strategic business events forced you to rethink your document handling and processing?
Give us a call to discuss your needs: Chicago, 630-279-0577 x122 New York, 212-631-0490 x23 Have a suggestion on a topic or feature? E-mail us! News Tidbits 
We have redone our web site to provide a more concise description of our offerings. In addition, we hope it will allow you to learn more about Millennia Group and the valuable services we provide. Visit mgdocs.com for details about our comprehensive service offerings.We have upgraded our document application hosting facilities with a new Storage Area Network (SAN), and now offer enhanced redundancy, speed and security at NaviSite, a tier three co-location facility. We replaced all of our scanning equipment with all new Kodak equipment and we converted our internal imaging and image processing application to the industry-leading tool – Ascent Capture. These changes will give us needed additional capacity and let us take advantage of the latest technologies to improve our efficiency. We welcome Donato Mallano, our new Director of Business Development to our New York office. You can read more about Donato at our web site. Millennia’s NY facility celebrated its four year anniversary in November, 2008. Scott Bublitz received his Enterprise Content Management Practitioner certificate of completion after having completed the course work provided by AIIM. We now have over 40 customers using FileStar, our hosted Image Warehouse, that is helping them to reduce costs, improve information sharing, and create an accessible business continuity tool. We have applications for accounts payable, human resources, lease contracts, closing documents, due diligence documents, franchise agreements, construction documents and subscription agreements and we are ready to build a warehouse for you. Our scanning services group completed several large and challenging projects since our last newsletter, including a 1mm page assignment for a large oil company, 8,000 employee files for a large real estate company, 750,000 pages for a defense contractor and thousands of lease files for Chrysler, Rite Aid, GMAC, American Express, Home Depot, Duane Reade and others. FileStar Image Warehouse A warehouse allows you to collect, store and distribute physical documents across your enterprise. Our FileStar Image Warehouse is a specialized application that does that and more for your scanned image files. You can efficiently collect, store and share imaged document files whenever and wherever you need them. Unlike more complicated document management systems, we have made FileStar an affordable, scalable and intuitive application. Filestar security parameters allow document specific access to internal users, external clients and business partners. It is an open system that is fully compatible with your existing business processing and financial applications. Because, after all, the goal is to provide your users the information they need in the easiest and fastest way possible. Some of the new features of FileStar include:
On Site Imaging System Management 
Many companies today are being faced with reduced staffing but increased document workload. Our On-Site Imaging System Management service provides people, proven process experience and technical resources to run your in-house imaging system. Millennia will analyze your existing processes and systems to gain a complete understanding of the current situation. We will then look to generate immediate ROI through proven and calculated improvements and adjustments. Let us staff and train your people. Each employee will go through our training process and be managed by our experienced document imaging specialists. In addition, we can provide on-site scan operators and indexing personnel, as well as a support structure for additional responsibilities and services.By choosing Millennia, you gain a partner who understands the skill sets necessary to efficiently run your imaging system—including the wide variety of input sources and output demands of your users. In addition, once we are engaged, you have access to our entire set of resources and capabilities to handle overflow work and special projects. This service is currently limited to the Chicago and New York City areas. Imaging system optimization and evaluation You may have implemented a document imaging system 12 months ago or as far back as 10 years ago. Is it operating at peak efficiency? Did you invest in the software and hardware at a time when you didn’t know what you needed or how to get the most out of them? Is your system comprised of a digital copier and a shared network drive? Is there anyone left in the organization that really knows what is going on? As much as 20% of document images stored in legacy systems may be duplicates, which increases storage costs, and reduces system performance and staff productivity. Let Millennia Group analyze your imaging process and system, so we can recommend ways to make them more efficient, cost-effective and valuable to your business groups. We have completed thousands of imaging projects for hundreds of companies—each a unique project that required our careful evaluation and structuring of an efficient process. Our professionals can help you identify cost-saving adjustments that will also provide better user acceptance and finally a positive return on investment. Records management 
As companies grapple with more government regulation and greater investor expectations, it is essential they develop solid records management and document retention policies and procedures. Our experienced and certified Records Management professionals will help you create a policy and records retention schedule that meets your company’s specific business, compliance and legal needs. Our services include records inventory, identification of vital records, review of inactive records storage, filing and retrieval requirements and, of course, the creation of a retention schedule. If you are already scanning documents into a document management system, that data should also be covered under the records policy and retention schedules. Millennia can help you evaluate the effectiveness of that policy and ensure internal compliance with the program. Project portal 
The Project Portal is our exclusive client communication and project workflow tool for large-scale backfile scanning projects. This is a web-based tool that provides real-time access to all of your project information. It incorporates box and file tracking including links to FedEx and UPS tracking information, so you know where your documents are at all times. The portal also provides project statistics like percentage complete and number of pages scanned to date, so you can report progress on a continual basis. One of the best features is that you can perform quality control right from the portal before the files are released back into your document management system. We can also structure the project portal to allow you to utilize internal resources for the data entry portion of the project. Overall, this tool allows Millennia Group to provide the most flexible, cost- effective project completion process in the industry. Scan Squad 
Scan Squad is a new term coined by Kodak for our on-site imaging team. We dispatch highly competent teams of professionals to your location(s) to quickly identify, prep, scan and put away the required documents. As part of this highly-refined process, our Scan Squad team transmits data back to our central processing facility each night for additional data entry and QC, and ultimately, data hosting or delivery.We have been providing on-site imaging services for over 10 years. Rely on the best to get your documents gathered and imaged. |
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