Pacific Northwest’s Largest School District Enrolls Westbrook Fortis to Reduce Document Retrieval Time from Hours to Minutes
Portland Public Schools automates paper-intensive processes
Branford, CT (PRWEB) September 29, 2010
Westbrook Technologies, developer of Fortis™ (http://www. westbrooktech. com/software_solutions/fortis. html) and FortisBlue™ enterprise document management (EDM) software, today announced that Portland Public Schools has implemented Fortis to securely share, archive and retrieve student documents. With approximately 47,000 students in 85 schools, the school system is realizing huge savings in time and money.
Portland Public School’s (http://www. pps. k12.or. us/) implementation started in their Special Education department where the school district has created a more streamlined process for sharing documents with psychologists and specialists. “Now these professionals use Fortis Web to access documents online for viewing or making changes to student documentation,” said Ramzi Adas, information technology manager of Imaging Services for Portland Public Schools. “We moved Special Education from working with extremely manual and time-consuming processes to a quick, simple method of operation which they love.”
During the process of sourcing multi-function printers, the district asked vendors to submit document management proposals. They chose IKON (http://www. ikon. com/services/professional_services/automate_processes/storage_solutions. asp) Office Solutions, a Ricoh company, who implemented Fortis as part of the Portland Public Schools’ solution.
“IKON’s expertise in creating effective document management solutions in educational environments was key in selecting them as our vendor partner. A critical component of our solution is the Fortis software application which provides scalability, Web access, and integration with other applications that the district uses,” said Adas. “Fortis was one of the few solutions that offered all the options we needed. In our Special Education department alone, we have eliminated printing since documents are instantly accessible on demand.”
Fortis reduced the turnaround time for retrieving Special Education documentation from three to four hours to three to four minutes. In addition, Fortis increased overall productivity by 85% measured in the time employees no longer wait to obtain documents before scheduling appointments with parents. In addition, they no longer waste time searching for misplaced documents.
By archiving documents in Fortis, Portland Public Schools was able to downsize their storage facility’s square footage. Initially they leased a 30,000 square foot storage area which required the support of ten employees. With Fortis, they reduced the space they needed to 15,000 square feet reducing employee support to three. The district was then able to reassign seven employees to other tasks. The unused space was leased out to the county producing a minimum of $50,000 in cost savings.
Fortis was also implemented in several of the school systems’ other departments including Security Services and Information Technology, Finance, Imaging Services, English as a Second Language, and Talented and Gifted.
About Portland Public Schools
Portland Public Schools, founded in 1851, is an urban school district in Portland, Oregon. With approximately 47,000 students in 85 schools, it is the largest school district in the Pacific Northwest. PPS students participate in diverse programs and learning opportunities that are supported by teachers, families, community members, nonprofit organizations, local businesses and higher education institutions, including Portland State University, Portland Community College, Oregon Health and Science University and the University of Oregon.
About Westbrook Technologies
Westbrook Technologies provides document management software to businesses of all sizes, from departmental to enterprise-wide implementations, and across every vertical market. The Company is the developer of Fortis document management software, in use at thousands of customer sites worldwide, to capture, index, store and retrieve critical information from anywhere – instantly and securely. Its new FortisBlue product line is a browser-based, Rich Internet Application product easily accessible from most Internet browsers. For more information, call (203) 483-6666 or visit www. westbrooktech. com. (http://www. westbrooktech. com)
IKON Office Solutions, Inc. (www. ikon. com), a Ricoh company, is a leading provider of innovative document management systems and services, enabling customers to improve document workflow and increase efficiency. IKON integrates copiers, printers and MFP technologies, and document management software and systems, to deliver tailored, high-value solutions, implemented and supported by its team of services professionals. IKON leverages the manufacturing and engineering expertise of Ricoh, a more than $21 billion global technology innovator, with the experience and reach of its locally based sales and services teams, to provide end-to-end solutions and one of the industry’s broadest portfolios of document management services, including on-site and off-site managed services, technical service and support, and customized workflow design and implementation.