Industries
From Information Security Management to Non-profits, efficiencies drive down operating costs in for-profit business and increase how much of every dollar given provides direct-to-client services in non-profits. Sixty percent of occupations could see a 30% savings in time with workflow automation. This includes keying data from paper forms into systems, the review and approval of paperwork, retrieving documents and surfacing critical data.
Because Optix is designed with a flexibility-first attitude, it is able to solve some of the most challenging issues facing businesses and nonprofits.
Industries we serve:
Back Office
There’s no place in an organization with more documents than the back office. In administration and operations, documentation and filing consumes most of their daily tasks. Without a document management system, your workforce is stuck sorting through filing cabinets to find urgently needed documents—with already limited time on their hands. Not to mention the in-person work that needs to be done when transferring documents throughout the organization, sometimes forcing the extension of projects beyond deadlines and hurting your bottom line.
Transform your Accounts Payable, Human Resources, Hiring Workflows, Contracts, Employee Onboarding, and more by implementing a document management and workflow system into your business. Drastically reduce the risk of losing needed documents and lower labor costs by giving your operations team hours back in their day. With an organized document management and workflow system, finding a document goes from a 30 minute search down to seconds, and document lifecycles are handled automatically through the system.
Accounts Payable
Accounts Receivable
Human Resources
Employee Onboarding
Hiring Workflows
Procurement
Invoices
Payroll
Contracts
Small Business
Sales
Marketing
Human Resources
Accounting
Finance
Running a small business requires the efficient flow of information throughout an organization. Optix’s proven flexibility makes it the ideal system for meeting the wide variety of challenges faced by today’s businesses. Perhaps you need to distribute maintenance documents worldwide like Federal Express, or manage the flow of products between creative teams like Hallmark Cards. You could improve your customer service like Weir Slurry, or manage land records like the State of Maryland. Regardless of how challenging or diverse your needs may be, there is an Optix system that will help you leverage your information and place it in front of the right people at the right time.
Typically, it’s that critical application in your organization that cost-justifies your system. But guess what? Like most of our clients, you’ll find that once you install your Optix system, its efficiency and usefulness quickly migrate to other departments, from HR to Accounting to Sales and Marketing and beyond, making them more productive as well. And the reason it’s so easy is that you can do it all without paying a nickel more. Optix is a one-time fee that practically pays for itself.
Energy
The energy sector is known for having a variety of file types they use every day in the plant or the office, from admin forms and manuals to medical records and plant drawings. With so many document types, many needing secure storage mandated by the government, a fully indexed and searchable document management system is an absolute necessity to the company’s success. Whether you need your document management platform to replace your legacy systems or integrate with them, Optix has the capability.
If your plant is suffering from complex document processes causing sluggish productivity, Optix Document Management and Workflow system has the tools to simplify and fully customize your filing. With comprehensive security procedures to maintain privacy and safety of key files, no matter what form they’re in, compliance issues are a thing of the past. Optix provides detailed document storage capabilities that simplify scanning and retrieval throughout the entire company. The workflow system can automate administrative duties which lower labor costs and streamline internal processes, helping you provide better services to those who contract you.
Manuals
Engineering Drawings
Security Procedures
Admin Forms
Procurement
Medical Records
Government
Engineering Records
Procurement
Land Records
Contracts
Procedures
From helping local governments organize city and county resources to managing land records for states and supporting nuclear weapons testing at the Department of Energy, Optix helps all levels of government manage their critical documents and automate their operations. We can assist you in helping to define your requirements, configure your system, deploy your solution, and train your users – and we can meet the most demanding schedules.
Optix has been intimately involved in the design and development of both large and small projects for the government. The US Patent and Trademark Office used Mindwrap to develop and maintain custom solutions for scanning and processing patent and trademark documents and tapes. The State of Maryland uses Optix at the county level to automate the processing of land records. And Optix is in use in many local governments to help manage such things as employee retirement records and budgetary documents. Whether you are local, state, or federal, Mindwrap can configure a solution that will exceed your expectations.
K-12 Education
Running a K-12 school district requires managing a lot of information for your students and your teachers—information that must be updated frequently. Ensuring that this data is maintained properly in a secure environment that is easily accessible to authorized users is the perfect job for Optix.
Optix has helped numerous school districts throughout the US keep tabs on their students and manage their critical teaching resources and support staff. Our districts love us because Optix meets their budget, installs easily, is a breeze to learn, and meets all their technical requirements. And as they expand the use of their systems, they don’t need to buy anything new — Optix allows them to easily create new applications and repositories with an effective school document management system.
Professional Development
School Board Minutes
Special Education
Student Records
Teacher Certification
Teacher Recruitment
Higher Education
Admissions
Registrar
Purchasing
Payroll
Human Resources
I-9s
Donation Support
Academic Affairs
Admissions Processing
Facilities
Financial Aid
University admissions offices receive 20 large bags of paper mail before the school year starts, every year. They contain applications, transcripts, and other documentation from thousands of applicants—and you must organize and evaluate that vast volume in under two months. While the old paper folder methods still work to a point, institutions are finding that they dramatically reduce their processing time and greatly enhance applicant responsiveness by implementing an Optix Document Management and Workflow system.
Optix has helped institutions across the country solve their document management nightmares, seamlessly merging paper scanning, electronic forms, legacy databases, and custom workflow solutions that place critical documents in front of exactly the right people at just the right time. No more missing or misfiled folders, no wasted labor – and no piles of folders to manage.
Legal
The paperwork in a law office is never ending, and can be a huge time suck for legal teams working to maintain compliance. Does your team have a document management system in place that improves productivity, governance, and security? Optix provides the organization and workflow capabilities law offices need to maintain their high quality of customer service and provide flexibility for staff to work whenever, wherever they are.
Streamline contracts and litigation record filing with a Document Management and Workflow system. Keep your documents moving quickly throughout your office with automatic workflow capabilities anyone can set up, no coding background needed. Give your team the time back in their day they spend scrambling through file cabinets or chasing down co workers for a signature—Optix handles the busy work while you focus on supporting your clients.
Litigation Records
Regulatory Compliance
Labor Law
Contracts
Manufacturing
Purchase Orders
Quality Control Records
Credit Memos
Work Orders
Bills of Materials
Plant Drawings
Order Processing
Customer Service
RMAs
Invoices
Facilities
Between the warehouse and the office, manufacturers are inundated with paperwork that needs to be dealt with quickly and efficiently to maintain productivity and bring in revenue. With purchase orders, quality control records, bills of materials, and many others, a document management system is critical to staying organized and ready to handle the next truck of shipments going out or coming in.
Optix works alongside manufacturing ERPs and maintains the level of comfort your employees have with their current system while transforming the document process. Build workflows to streamline a document’s life cycle throughout the organization, even in multiple locations. Quickly find needed documents with a standardized search capability and drastically reduce the risk of losing important files. Reclaim your filing cabinet space for a more productive use—Optix has the tools you need to drive growth and lower labor costs for your company.
Non-Profits
For non-profits, the days of stuffing envelopes, scrambling through file cabinets for needed documents, and hand delivering those documents to data-entry staff are long gone. All of this manual work is tedious and time consuming, but also invites the possibility of human error and inconsistent customer service. As a non-profit organization working to help your community, these roadblocks in the process are simply not acceptable—and Optix can help.
With properly indexed and searchable scanned documents, important information can be found in seconds. Electronic forms can be designed and built within minutes, without coding knowledge, to simplify online transactions. Donor information is safe and secure in the system, and easily updated as needed. Implementing Optix for Heifer International resulted in 40% increased productivity. Without the manual labor of processing paper documents, your team can focus on your members and your community, doing the important work of non-profits around the world.
Donation Processing
Customer Service
Marketing Materials
Product Development
Creative Design
Publishing
Research and Development
Product Design Workflows
New products go through countless variations and changes throughout their lifecycle, which also means countless documents capturing the design, research, development, and anything else that goes with it. In order to maintain momentum, product developers can’t be bogged down by manual paper document processes and lack of organization. When a research sheet is needed most, it should take seconds to find it—not hours stuck in a back office sorting through papers.
Optix Document Management and Workflow system is the most efficient way for product development businesses to organize and secure their documents, from general information to password protected designs. You can easily index and search through all file types that come through product development, making retrieval and storage a painless and fully digitized process. You can check documents in and out within Optix to be sure drawings and designs are only being changed by one person at a time, but can be viewed by everyone at any time. Build workflows for specific product designs or document lifecycles that streamline processes and improve productivity throughout the entire organization.
Other
Optix screens are custom built because no industry or department is the same. From retirement records to loan applications, any type of document can be easily customized within Optix. Using the intuitive Drag and Drop Optix Application Generator, no coding background is needed to create a unique document that other systems wouldn’t be able to. This enables us to provide personalized solutions for our customers, regardless of the document needs within their organization or business.
Patient Records
Medical Records
Shipping Records
Regulatory Advisory
Aircraft Records
Property Management
Manifests
Loan Applications
Bills of Lading
Retirement Records
Brands That Trust Optix
