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Eliminating paper records for slideshare

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Is your agency plagued with paper documents and manual processes associated with managing paper records?

At this free lunch discussion, we will share how the process of managing paper records has evolved, what new techniques and technologies governments can employ to modernize this process, and how these improvements can impact your agency's bottom line.

You will learn how to:
Convert paper records into electronic information, so the right information can be delivered to the right systems and people
Enable immediate access to records across a geographically dispersed agency
Cut the costs of managing, storing, and manually processing paper records
Make better decisions by supporting smart workers with streamlined business processes

Published in: Technology, Business
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Eliminating paper records for slideshare

  1. 1. Managing Paper Records<br />Karin Ondricek<br />Group Manager, Product Marketing<br />Information Intelligence Group<br />
  2. 2. CONCERNS ABOUT YOUR PAPER RECORDS?<br />
  3. 3. Three Steps to Records Management<br />1<br />2<br />3<br />Electronic capture<br />Automated workflow processes<br />Physical and electronic retention<br />
  4. 4. DISTRIBUTEDCAPTURE<br />• branch or regional offices<br />• field offices, customers<br />• web-based scanning<br />• scanners and mfp<br />CENTRALIZEDCAPTURE<br />• mailroom<br />• dedicated scanning<br />AD HOCCAPTURE<br />• knowledge workers<br />• desktop scanners<br />Capture Anything, from Anywhere<br />
  5. 5. <ul><li>Response times for processing FOIA requests reduced by half
  6. 6. 95% reduction in the ordering of paper and printing supplies
  7. 7. Hard copy responses reduced by 75%</li></ul>6,000 EMPLOYEES WORKING IN FIVE REGIONAL AND MULTIPLE DISTRICT OFFICES<br />AVERAGE FOIA REQUEST IS 575 PAGES<br />NEW YORK STATE DEPT OF HEALTH<br />
  8. 8. SCANNING<br />Intelligently Transforming Documents<br />Automate document identification, classification, and routing<br />Automated Document Classification<br /><ul><li>Graphic Identification
  9. 9. Intelligent Text-based Identification
  10. 10. Eliminates manual sorting</li></li></ul><li>EXCEPTIONS ONLY<br />Intelligently Transforming Documents<br />Connect Document Information to Business Systems<br />BUSINESS SYSTEMS<br />Connecting Business Information<br /><ul><li>Enterprise Content Management
  11. 11. Business Applications
  12. 12. Service-Oriented Architectures</li></ul>Intelligent Data Extraction<br /><ul><li>Forms and Freeform Data Extraction
  13. 13. Automatic Data Validation
  14. 14. Significantly reduces data entry and validation time, errors, and expense</li></li></ul><li>Intelligent Document Recognition<br />Eliminating Manual Document Preparation <br />AUTOMATED SORTING<br />FULL-PAGE<br />IMAGE<br />FULL-PAGE<br />IMAGE<br />PRECISION ANCHORS<br />PRECISION ANCHORS<br />TEXT-BASED<br />ANALYSIS<br />TEXT-BASED<br />ANALYSIS<br />HAND-WRITING<br />HAND-WRITING<br />
  15. 15. Intelligent Data Extraction <br />Extracts data from all document types using zonal or freeform data extraction<br />SSN<br />555-44-3333<br />SSN<br />555-44-3333<br />Patient #<br />369-6123<br />CASE #<br />369-6123<br />Date<br />04/08/08<br />Date<br />04/08/11<br />Identifies regular patterns and data formats to increase accuracy<br />
  16. 16. Automated Data Validation<br />Agency<br />Database<br />SSN<br />555-44-3333<br />CASE #<br />369-6123<br />Date<br />04/08/11<br />Compares extracted data against data sources or business rules. <br />Routes discrepancies for manual inspection<br />
  17. 17. ROI FACTS:<br /><ul><li>Allow staff to access all offender information 100% of the time within one business day
  18. 18. Reduce costs associated with using paper and transporting files between locations
  19. 19. Reduce costs associated with staff travelling to specific locations to review cases</li></ul>PRISON POPULATION OF 166,569, 8,000 TRANSFERS PER DAY (2009)<br />$10.3B BUDGET AND 66,000 EMPLOYEES<br />STATE DEPARTMENT OF CORRECTIONS<br />
  20. 20. Business Process Management<br />Orchestrate activities across people and systems<br />EXTERNAL SYSTEMS<br />Capture<br />ECM<br />Collaboration<br />Customer Communication<br />Record<br />Retention<br />
  21. 21. Process Automation does the work<br />Eliminates mundane and error prone tasks, freeing people for higher-level work<br />Provides Forms<br />Validates Data<br />Queues Tasks<br />Applies Rules<br />Performs Calculations<br />Generates Documents<br />Sends Reminders<br />
  22. 22.
  23. 23. Sample Process: Benefits Eligibility<br />Applicant<br />Provide<br />Supporting<br />Documents<br />Fills out<br />Application<br />Automated Process<br />Create<br />Case<br />File<br />Receive <br />Application<br />Request<br />Supporting<br />Documents<br />Notify<br />Applicant<br />State-wide Eligibility Database<br />Determine<br />Eligibility<br />Case Worker<br />Approve for<br />Eligible <br />Programs<br />Deny<br />Application<br />Review/Verify<br />Applicant<br />Info<br />EBT/Imaging Clerk<br />Certify Case<br />
  24. 24. ROI Facts:<br /><ul><li>30 – 50 Documents per applicant
  25. 25. Able to meet 30-day mandate for responding to applicants
  26. 26. Fewer welfare fraud cases abdicated due to delays
  27. 27. Improved information security</li></ul>COUNTY WITH THE LARGEST SOCIAL SERVICES CASE LOAD IN THE COUNTRY<br />63 LOCAL OFFICES THROUGHOUT THE COUNTY<br />LOS ANGELES COUNTY DEPT. OF SOCIAL SERVICES<br />
  28. 28. Security Access Control<br />Report and Auditing<br />File Plan<br />Notification<br />Storage Management<br />Documentum Platform<br />WEB-BASED CLIENT<br />CONTENT SECURITY<br />UNIFIED ARCHITECTURE<br />Modular Records and Retention <br />Core Records Manager Components<br />Federated Records Services<br />Physical Records Manager<br />Web Services for Records<br />Documentum Retention Policy Services<br />
  29. 29. Physical Records<br />One File Plan and Set of Retention Policies Manages All Content<br />Create a virtual warehouse structure that links physical records into users’ content management cabinet and folder structure<br /><ul><li>Warehouse
  30. 30. Barcode
  31. 31. Charge-in/out
  32. 32. Pass along
  33. 33. Bulk processing</li></ul>Physical Record Services<br /><ul><li>File plan
  34. 34. Security
  35. 35. User declare
  36. 36. Shredding
  37. 37. Paper (basic)</li></ul>Records<br />Manager<br /><ul><li>Records
  38. 38. Holds
  39. 39. Audit trails
  40. 40. Notifications
  41. 41. Inheritance</li></ul>Retention<br />Policy<br />Services<br />
  42. 42. Physical Records Services<br />Manage storage and retrieval of any type of physical record<br />
  43. 43. Descriptive file or folder labels<br />Create and print labels directly – using NiceLabel<br />
  44. 44. Embed Records within your Process and UI<br />
  45. 45. Pass-Along Workflows<br />Transfer physical records to next person in the process<br />
  46. 46. Administer the entire record life-cycle<br />Charge-in, charge-out, update location, qualify for disposition <br />
  47. 47. ROI FACTS:<br /><ul><li>Yearly savings of $1.8M by migrating previously hosted application in-house
  48. 48. Strengthened compliance with policy, research, and privacy regulations
  49. 49. More efficient patient care delivery through centralized access to information</li></ul>62,587 SURGICAL HOURS PER YEAR<br />OVER 10 MILLION MEDICAL TESTS AND TRIALS<br />MD ANDERSON CANCER CENTER<br />
  50. 50. ROI FACTS:<br /><ul><li>At any given time they are processing ~8,000 in-flight workflows governing 50,000 forms instances and 30,000 documents.
  51. 51. Automated processes improved productivity and reduced errors
  52. 52. Greater transparency and citizen satisfaction</li></ul>PROCURED $17B WORTH OF SUPPLIES, SERVICES, AND CONSTRUCTION LAST YEAR<br />MORE THAN 57,000 VENDORS CURRENTLY ENROLLED ON CITY BIDDERS’ LIST<br />LARGE CITY MAYOR’S OFFICE<br />

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