The Filing Cabinets Were At Maximum Capacity

Law firms of all sizes and practice specialties are all too familiar with the seemingly endless piles of paperwork generated by a single act of litigation or contract generation, and Mesmer and Deleault was no exception. “The filing cabinets were at maximum capacity,” recalls Phil Decker, a partner at Mesmer & Deleault specializing in patent law. “What’s more, we had an outdated method in place that made keeping track of information very slow and tedious. That slowed us down every time a client, attorney or patent agent would call.” Decker says he was faced with two options: find an appropriate document management solution to remediate the space constraints and improve workflow, or invest in renting an off-site storage space. Though he was strongly in favor of a document management solution, Decker says he had difficulty finding a solution that would dovetail with the firm’s existing software and processes. “I talked to all of the major document management companies, “he says. “ Most of the vendor solutions I saw were too labor intensive for what we needed. They also required too much change on our part. And their up-front investment made it a budget issue. We also wanted a solution that would unite multiple offices—even our homes if we wanted—and could address the multiple platform environment we had going with PC’s and Macs.”

Decker chose Treeno Software after viewing a demonstration of the product at an MIT Enterprise Forum. “The TreenoGCM (Global Content Manager) met all of our needs in a document management, content and business process management solution, and we didn’t have to give anything up to deploy it,” he says. The straightforward, user-friendly interface of TreenoGCM made it easy for Decker to convince his fellow partners to adopt it as their practice-wide system of choice. “It required minimal training and the benefits were immediately apparent, from the elimination of lost documents to a highly secure, searchable repository of organized files that we could share seamlessly across multiple offices and with multiple partners.” Decker says that the most time consuming part of the deployment process was entering the existing, paper-based data into the TreenoGCM repository. “The actual installation of the software and system was almost instantaneous,” he says. “scanning historical documents into the system once it was installed was less labor intensive than moving file cabinets to a storage facility.” He added that new clients to the firm are instantly entered into the TreenoGCM system, making them traceable within minutes. Decker says he is most pleased about TreenoGCM’s ease of use and interoperability with virtually any line-of-business application, including programs his firm relies on to generate and track court docket numbers, findings and pleas. “The legal field is so focused on tracking, monitoring and accountability, especially when it comes to filing documents on behalf of our clients,” he says. “With Treeno, we could still use our existing applications without delay.”

Since instituting TreenoGCM as its document management solution, Mesmer & Deleault has saved countless person-hours that were once devoted to filing, copying, faxing and scanning paper documents. The firm also has noted a marked increase in customer satisfaction. “Complete client files are always at our fingertips,” he says. “And we don’t waste our clients’ time by putting them on hold to find a file, or taking down information and calling them back with it later. We’ve become a much more responsive, service oriented firm.”

The firm has also streamlined its relationships with international partners. Because they file patent applications frequently—often with companies located in countries where the postal service is less than reliable—Decker says that the remote access offered by TreenoGCM has been an essential tool. “I rely on Treeno to help me better serve my international clients,” he says. “One patent attorney we deal with on a regular basis is located in Lebanon. I can literally pull up a file while talking to him on the phone and deliver it electronically. Prior to Treeno I would have to fax it, which was not as reliable, or send it via courier and hope for the best.”

The Legal Community relies on TreenoGCM to:

• Increase billable hours and improve client service quality


• Streamline the process of retrieving and distributing essential information


• Provide simultaneous access to client information


• Improve operational efficiency with minimal disruption


• Improve information security and document integrity


• Enable productivity tracking and accountability, ensuring turnaround requirements are always met


• Streamline compliance driven documentation requirements


• Simplify enterprise wide access to critical documents


• Reduce paper, paper storage, photocopying, and faxing costs

Law firms around the world are improving client service quality and increasing billable hours with TreenoGCM. To learn more about how Treeno can help your firm, call us at 1-800-528-5005 or visit us on the Web at www.treenosoftware.com

True Healthcare Reform

Anyone who works in healthcare is all too aware of the sheer volume of paper generated by a single patient visit, and Great Bay Mental Health was no exception. The support staff at the treatment center found themselves literally buried in paperwork, from patient notes to multiple copies of insurance forms and referrals, to storing and processing the forms needed to stay in compliance with HIPAA. And because Great Bay’s facility is comprised of eight different practitioners, many of whom see the same patient at different intervals during his or her care regimen, the likelihood of lost or misplaced patient charts increased exponentially. “Just keeping track of which practitioner had a particular chart at a given point in time on the patient’s care routine was an issue,” notes Cheryl Sullivan, office manager at Great Bay Mental Health Associates.

Sullivan adds that sharing information between practitioners and a patient’s primary care physician was also a challenge. “If we got an inquiry from another provider who was partnering with us in a patient’s care, or from an insurance provider looking for updated information, the old way was to take down their request, go and look for the file and hopefully find it on the first try, then get back to that person,” she explains. “On days where we saw a lot of patients, this process got very time-consuming and kept us from efficiently checking-in patients who were waiting to be seen.”

Sullivan says TreenoGCM (Global Content Manager) was the remedy for what ailed Great Bay. “We chose this solution because it was extremely feature rich, easy to implement and use and required very little training,” she says. “Our practitioners are very busy and didn’t want a solution that required them to put in extensive hours just trying to figure out how to use it.”
TreenoGCM was deployed across Great Bay’s facility in just a couple of days. Sullivan says the most labor intensive part of the process was entering the existing patient data into the system. “We brought in some temp employees to help with the workload, and it went very smoothly,” she says. “It was much less of a front end investment than what many of the larger document management firms required from us.” The practitioners appreciated the fact that TreenoGCM runs transparently in concert with existing software applications they need to do their job. “We were able to keep our existing operational model in use, which was key, because the practitioners didn’t have the time to go out and learn a new operating system or software program,” Sullivan says. “They see over 10 patients per day each, and take turns handling evening calls.”

Sullivan says Treeno’s quick deployment and Web-based platform were also attractive. “Most of the treatment happens at the facility, but occasionally when our practitioners are on call they need access to files while at the hospital emergency room,” she says.
Today, Great Bay Mental Health Associates enjoys a streamlined, collaborative approach to maintaining patient information, regardless of location or time constraints. “Because of Treeno's architecture, our practitioners can access medication and patient notes remotely without fear of compromising security,” she said. The benefits of TreenoGCM were also quickly apparent to the support staff. “We spend a lot less time prepping each patient office visit, and more time actually assisting the patients while they’re here.”

Most of all, Sullivan says that when HIPAA enforcement time rolls around, she and her staff are confident that they are following regulations regarding the storage, disposal and security of patient data. “The most important aspect of staying in compliance is having complete visibility into where your patient data resides,” Sullivan says. “With TreenoGCM, we can access everything with a few mouse clicks. Additionally, we can monitor the information and see who last had access to it. Our patient’s privacy is very important to us, even without the HIPAA aspect of things. With Treeno, we can maintain our commitment to taking better care of our patients.”

To learn more about how Treeno can help your organization, call us at 1-800-528-5005 (U.S. & Canada), 1-603-570-4317 (outside of U.S. and Canada) or visit us on the Web at http://www.treenosoftware.com/
951 Islington Street Portsmouth, NH 03801 800.528.5005
solutions@treenosoftware.com

Can't We Just All Get Along?

Sometimes I feel I am a part of the United Nations trying to bring a peaceful resolution to many years of of conflicting ideologies. The typical enterprise has various departments with their own proprietary systems in place. Each one, lets say sales, accounting, support, and associates all touch the clients on a regular basis. Unless you have a document management system that integrates all the systems, a company can spend 30% of its time and energy just searching and filing. Another potential for war vs peace is the workflow process. The steps in this process can include shuffling paper from desk to desk and sometimes building to building. Email has helped tremendously with this process but at the end of the day email is one more systems that does not integrate with all the other systems.

Treeno Software, the United Nations of Documents, has a half dozen engineers dedicated to bringing your systems together. Quickbooks, Sagitta, AMS, Outlook, Word, and Salesforce, to name a few, all communicate with Treeno as a storage and retrieval system. Access to this information is securely available from any Internet connection. Our engineers can write custom software to integrate most windows based software with Treeno. Our engineers have also connected devices like the Kodak Scan Station to scan directly to the Treeno Systems cabinet of your choice using web services. Soon applications for the iPhone, iPad and Android will be available for mobile user to retrieve information vital to those in the field.


OK, so Treeno is not quite the United Nations but we will bring more peace your company.

To learn more about how Treeno can help your organization, call us at 1-800-528-5005 (U.S. & Canada), 1-603-570-4317 (outside of U.S. and Canada) or visit us on the Web at http://www.treenosoftware.com/
951 Islington Street Portsmouth, NH 03801 800.528.5005
solutions@treenosoftware.com

Hey IT Directors! Want To Avoid That Queezy Feeling?

As a former IT director certain questions would make me wonder if I were implementing the software solutions my company needed. Answer the following questions and if you begin to feel a little queezy its time to consider a content management solution.

1. How often is a document created for just the author’s to use?
2. Can each member of your organization quickly find and access documents created by any other member? Yes No
3. If not, how long does a document search take?
4. How often does your staff engage in document searches?
5. Are key documents ever misplaced or lost? Yes No
What happens?
6. Do you have a document repository or central storage location? Yes No
7. Do you have a single point of access to your document repository so that a single query will find all required documents regardless of location, format, and application? Yes No
8. Can you control who can see a document? What parts? Who can edit documents? Who can delete documents? Yes No
9. Are you subject to government regulation or audit? Yes No
10. Is compliance or security of your documents a concern for you? Yes No
Why?
11. Do you have a detailed audit trail of every action taken by every user on your system with respect to every document in your repository? Yes No
12. Does anyone ever need to securely access documents from outside the organization?
Yes No
13. Is there ever any question as to which copy of a document is the original version? Yes No
14. Do you know what files are obsolete? Yes No
15. Do obsolete files consume space and requiring nightly backup? Yes No
16. Are documents consistently labeled and stored? Yes No
17. Is your customer’s or client’s name easily associated with a file name? Yes No
18. Can you call up a list of documents and easily understand the nature of each document?
Yes No
19. Can you quickly create a list of documents related to a specific subject or author? Yes No
20. Can you quickly locate any document by a single word or phrase? Yes No
21. Can you easily gather together documents that are physically dispersed throughout your network or organization? Yes No
22. Have people ever taken the same document home over night, only to cancel out each others' changes on the next morning? Yes No
23. Do you have business processes that are frequently repeated? Yes No
24. Are copies of your paper files kept on site or in another safe and secure location? Yes No
25. Has anyone ever promised to email a copy of a document to you and you never received it? Yes No


To learn more about how Treeno can help your organization, call us at 1-800-528-5005 (U.S. & Canada), 1-603-570-4317 (outside of U.S. and Canada) or visit us on the Web at http://www.treenosoftware.com/
951 Islington Street Portsmouth, NH 03801 800.528.5005
solutions@treenosoftware.com http://www.treenosoftware.com/

Outlook Email Drag and Drop to the Treeno Integrator Tool

Treeno allows a user to store email documents within a folder. An example of this is when a user will store all emails specific to a client or vendor to the folder within Treeno. When storing an email at the client level as an email document type, the user will be able to have each email automatically tagged by the mailed to, mailed from, subject, date, cc, and bcc with a fillable field(s) for further description. When searching within a folder, Treeno offers a powerful filtering and sorting tool to expedite the retrieval process.


The benefit of storing emails at a central repository is to reduce the siloed business content and mitigate the risk of missing information. It also reduces overhead associated with moving, backing up and storing multiple versions of the same email in multiple accounts. Treeno can mitigate risk, reduce overhead associated with the forwarding of information as well as reduce your email storage overhead.


How to bring an email into Treeno by dragging and dropping to the Treeno Integrator Tool:


1. User will drag the highlighted email to the index button on the Treeno Integration Tool





When Treeno has integrated to a line of business application the integrated folder will automatically be retrieved. User can either drop to the integrated folder or choose another cabinet and folder. Selected folder is highlighted. User can search for an existing or create a new folder if needed.





2. When the user adds the email document type, the file will automatically be populated by the mailed to, mailed from, Subject, date, cc, bcc.





3. User fills in the definable field(s) if appropriate and clicks the above add button to add the document with the folder





4. The user will click on the check-in button and the file will be automatically copied into the desired folder.





Treeno Outlook Check-in
Users can check in a single email or multiple emails into an email cabinet where they can be saved automatically by the mailed to, mailed from, subject, cc, and bcc. User definable fields can also be added. When bringing in multiple emails at the same time, the user definable field will be populated across all copies automatically.


1. The user selects the email or emails


2. User selects the email cabinet


3. User identifies descriptive field if appropriate


4. Treeno automatically populates the grayed in values


5. User selects check- to automatically copy or move the email





Email stored in email cabinet by the description field(s), mailed to, mailed from, subject, date, cc, and bcc.


User can query on any of these values to retrieve the copy of the email file.



To learn more about how Treeno can help your organization, call us at 1-800-528-5005 (U.S. & Canada), 1-603-570-4317 (outside of U.S. and Canada) or visit us on the Web at http://www.treenosoftware.com/
951 Islington Street Portsmouth, NH 03801 800.528.5005
solutions@treenosoftware.com http://www.treenosoftware.com/

Company Saves 95% Of Its Paper Use

The human resources management industry literally generates piles of paper documents on a daily basis, from job applications to 401(k) forms. Employease found that its team of customer service managers was struggling to find the documents they needed, when they needed them. “Our business model just wasn’t scaling well,” recalls Jody Brown, manager, internal systems group for Employease. “With multiple people across multiple teams working on or trying to access the same document, people were losing things or duplicating efforts.” The company needed a powerful yet simple solution to enable search and retrieve actions while tracking, monitoring and securing sensitive information on clients’ employees. “Our BPO (Business Process Outsourcing) group came to me with concerns. Their question was, “How can we take information delivered to us by e-mail, fax, phone and mail and set up a workflow so it all goes to the same place?’” Brown says.
Employease chose Treeno, a Portsmouth, New Hampshire-based software company specializing in easy-to-use yet extremely powerful Content Management (ECM) software solutions that combine integrated document management, business process management, records management, and more in a single easy-to-use application. While many of the ECM software vendors could promise an out-of-the-box solution to ease most of Employease’s pain points, few of the solutions could be customized to fit the company’s existing infrastructure. “Most vendors had similar systems for scanning and faxing, but e-mail was a major challenge for most of the vendors,” Brown says. “And most vendors required that we change our existing infrastructure and workflow processes to support their solutions. They were trying to steer us towards a more static solution.” Brown says that many vendors estimated that with training and physical roll-out time, it would take at least six months for the solution to be up and running. “That just wasn’t an option for us,” Brown explains. “It was important that the solution could be implemented quickly with minimal down time on our servers and our employees. And we didn’t want to spend a lot of time with training. It had to be easy to use.” TreenoGCM provided Employease with all the features they needed to manage faxes, e-mails, images, and paper documents, without having to migrate to a different operating system or CRM software. Plus it could be implemented quickly and didn’t require physically touching every desktop.
Further, Treeno’s engineers added a customized solution that exceeded the company’s expectations in a vendor solution. “The Treeno system did most of what we needed right out of the box,” Brown says. “But they also went that extra mile by developing a custom plug-in specifically for our e-mail routing needs.” In the end, Brown says, Treeno’s cutting-edge technology and customer-centric philosophy were the reasons for Employease’s decision. “They listened to us, to put it simply,” he says.
With TreenoGCM now implemented things began moving quickly. “The integration experience was better than I expected,” Brown says. “From the initial agreement, through the creation of the custom email plug-in piece, to the installation and training, we were fully up and running in weeks versus months. The actual installation period was only about three days.” Brown says the staff at Employease has responded well to the new system. “It’s been an overwhelmingly positive reception with the employees here,” he says. “The process of bringing on new customers has been made much easier, and we’ve made good headway on transferring existing customers over to the new system.” The integration wasn’t the only thing that was fast: Brown says his employees noticed an almost immediate improvement in workflow performance. “I’d say we cut our search and retrieval process time in half almost right away,” he says. In addition to the 50 percent reduction in the time it takes customer service managers to search for documents, he also noticed a staggering 95 percent reduction in the use of paper. “Our central office once was the home of a huge set of filing cabinets,” he says. “Not only was it inefficient, but the only thing securing it was an old fashioned padlock. With TreenoGCM, we don’t need those giant file cabinets and the information in those files is much more secure.”

To learn more about how Treeno can help your organization, call us at 1-800-528-5005 (U.S. & Canada), 1-603-570-4317 (outside of U.S. and Canada) or visit us on the Web at http://www.treenosoftware.com/
951 Islington Street Portsmouth, NH 03801 800.528.5005
solutions@treenosoftware.com http://www.treenosoftware.com/

Hey Financial Industry! Help Is Here!

Securities brokers, financial planners and other financial services organizations need an easy-to-use yet powerful, integrated content, document and workflow management system that enables them to store, access, manage, and share critical documents across a broad range of functions, departments and locations.

A typical office processes hundreds of physical documents each day including promissory notes, loan agreements, trade confirmations, wealth management documents, and client financial statements. Plus, to comply with SEC and NASD regulations, financial transaction records must remain secure and accessible for several years, placing tremendous strain on office staff responsible for filing, storing and retrieving huge volumes of paper documents. The majority of this information is handled and stored through inefficient manual processes due to the notion that an automated system is costly, disruptive to existing business processes and difficult to use.

Introducing TreenoGCM™

TreenoGCM is an easy-to-use and extremely powerful integrated content, document and workflow management system that enables financial services organizations to capture, organize and share any type of digital or paper-based document within a secure, central repository. System deployment is effortless, document retrieval is instant, integration with existing applications is seamless and the Treeno system can scale to support as few or as many users as your organization requires.

Treeno empowers financial services organizations to improve client satisfaction through streamlined operations, improved efficiency, reduced costs and simplified audit preparation.

Transform your organization without disruption

Deploying and operating a content management system should be as simple and effortless as using familiar line-of-business applications while existing workflow processes remain intact.

TreenoGCM’s powerful and robust feature set, in conjunction with integrated collaboration and business process management capabilities will enable your organization to improve operational efficiency and productivity without changing the way your employees do business.

TreenoGCM integrates with legacy systems such as core processing, cash management, loan origination, call center, portfolio accounting, ERP and CRM solutions, delivering a single point of access to information and workflow across your financial enterprise, even with the most complex, multi-site network.

Simplify regulatory compliance

Reduce the audit preparation process from weeks of tedious work down to hours using Treeno’s powerful system.

Financial services organizations are constantly under the gun when it comes to staying current with regulatory compliance processes. The first step towards ensuring compliance with security requirements including Gramm-Leach-Bliley Act, FFIEC, California SB 1386, and Sarbanes-Oxley is the increased control and visibility of your documents. In addition, certain regulatory bodies require that documents are purged according to a specific schedule when they arrive to conduct their periodic examinations. The demand is for a system that will integrate with existing business processes for tracking and managing digital and paper-based content across all enterprise wide systems—in real time.

TreenoGCM simplifies the regulatory compliance and audit preparation process for financial services organizations by storing, capturing, organizing and sharing necessary and appropriate documents in a centralized, secure repository, while automated business process management capabilities streamline information access, tracking and reporting.

Ensure document integrity and security

The ability to track and control sensitive information using a centralized repository and clear audit trail is paramount for financial services organizations. TreenoGCM includes comprehensive audit trail capabilities, including task date and time stamp, task originator, task description and related document activities. Treeno customers can virtually eliminate any possibility that documents stored in their system will be altered without detection, ensuring undisputed authenticity of records. And integrated notification capabilities inform users when relevant content within the repository is updated. Disaster recovery is also greatly improved, as items previously managed via fax, mail and other paper means are now stored in the Treeno repository server. With TreenoGCM, documents of all types can be backed up in a secure fashion and protected from theft, accidental loss or destruction.

To learn more about how Treeno can help your organization, call us at 1-800-528-5005 (U.S. & Canada), 1-603-570-4317 (outside of U.S. and Canada) or visit us on the Web at http://www.treenosoftware.com/
951 Islington Street Portsmouth, NH 03801 800.528.5005
solutions@treenosoftware.com http://www.treenosoftware.com/