Rorer Asset Management LLC is a registered investment advisor who manages investment portfolios for corporate and individual clients. As a rapidly growing company, Rorer is challenged with collecting and handling a great deal of paperwork associated with its client accounts. This paperwork includes new account paperwork, statements and computer-based reports. Millions of pages of documents are generated annually across the various departments of the firm. These documents were previously stored in file cabinets or in off-site storage.

Rorer recognized the benefits of creating a more efficient and productive environment and so began pursuing the implementation of document imaging, document management and workflow technologies.

Rorer contracted with Imaging Solutions to implement a document management system utilizing Hyland Software’s OnBase software. The OnBase platform provides document import and imaging, COLD, (computer output-to-laser disk), document import, workflow, document management and Electronic Forms.

Existing and new documents are currently added to the system in one of four ways:

· Scanned onsite into OnBase via one of three Kodak scanners

· Scanned off-site then added via the Document Import Process

· Mainframe reports are added via the OnBase COLD process

· MS-Word and Excel documents are added via the EDM process

Documents that are added to the system through scanning or import take advantage of the auto-fill index function of the OnBase software, which allows documents to be added to the system with minimal manual keystroking for indexing. The documents are then fully indexed with data that is supplied from one of Rorer’s host systems. This process reduces the amount of time required to add documents to the system while eliminating many of the data input errors associated with large data entry operations.