Augusta County, Virginia: The Commissioner of the Revenue Office
With files being stored the old-fashioned way (i.e., filing cabinets), when taxpayers call to inquire about a return, staffers have to put them on hold to manually search for the document. A growing number of returns means the need for more filing cabinets, which also means less space in the COR office.
The Solution Unity Business Systems has implemented a successful document management solution that eliminates the need for filing cabinets and also makes it easier for staffers to access vital information. Some highlights include:
• “Hot Key” functions which enable the use of their BRIGHT program in conjunction with the document management solution
• Effectively scan around 50,000 returns in two weeks using bar codes to automatically index documents
• Quick Fields, which improves the speed and accuracy of data capture while giving authorized staff instant access to the information they need to work effectively
“It is easy to use and our staff quickly learned to use and like it,” said Larry Wagoner, chief deputy commissioner of the revenue.
In any attorney’s office, files can be easily damaged, lost or destroyed. In the City Attorney’s office, someone has inadvertently destroyed the original file for a parcel of land that is part of an important real estate development. Without an imaging system, the file is gone forever, and the deal is halted or terminally delayed.
Luckily, Unity Business Systems has just implemented a successful document imaging solution that allows one of the lawyers to use a keyword search, which of course, brings up the recently scanned files, thus saving the day. Some highlights include:
• Save space (no more filing cabinets)
• Save time (no more manually searching for files, it is now at your fingertips)
• Save money (no more paying storage facilities)
“The system was hardly out of the box and it had already saved the day," said
Kay Ragland, legal secretary.
Chesterfield County, Virginia: The Commissioner of the Revenue
The Commissioner of the Revenue Office deals with a large quantity of tax return documents and correspondence each year and needs a safe and fast method to maintain organization within a strict set of regulations. The manual processes of searching, photocopying, faxing and distributing documents are costly and time-consuming.
Unity Business Systems has implemented a successful Laserfiche Workflow solution that eliminates the need to move documents physically from place to place. Some highlights include:
• Eliminating the paper shuffle with efficient routing services
• Easily modeling work processes with an intuitive user interface
• Achieving rules-based effectiveness that allows professionals to use their own judgment
“So far the results have exceeded our expectations,” – Joseph A. Horbal, Commissioner of the Revenue.
Chesterfield County, Virginia: The Treasurer’s Office
The Treasurer’s Office has been manually converting important documents like deposit checks, tax receipts and taxpayer correspondence into microfilm. Their microfilm filmer and reader/printer are no longer covered under a maintenance plan and parts are not made for the machine anymore; also, fewer companies are willing to develop microfilm and the costs keep adding up.
Unity Business Systems has implemented a successful document management solution that replaces microfilming with digital images of their documents. Some highlights include:
• All imaged records are available to staff at their workstations instead of unnecessary excursions to the microfilm reader
• Automated OCR allows searches by name and address, not just the indexed fields
• Documents are now available immediately
“We are end users who are extremely pleased with the product and support from Unity Business Systems,” said Betty P. Tate, deputy treasurer of accounting.
With a history dating back to the 1700s and a growth rate of 3 percent a year, Chesterfield County has no shortage of records to manage. The County has already made the step from a paper system to document imaging with Unity Business Systems, but the system is always evolving; to keep up with the ever-changing demands of managing information, the issue has become creating and implementing a solution that combines Laserfiche RME (Records Management Edition) with Laserfiche Workflow -- and the migration of documents from the old system to the new.
Unity Business Systems has implemented a successful Laserfiche document management solution that integrates processes performed among several departments within the County. For UBS, a smooth transition from the old system to the new is key to maintaining happy customers. Some highlights include:
• In HR, the integrity of security settings are preserved
• In AP, the automation of key tasks has improved efficiency
• In GIS, the availability of parcel information to users has also improved efficiency
“I would definitely say that this has been the best enhancement to any AP process that we’ve done.... it’s a great product," said Kevin Payne, acting accounts payable manager.
Before installing Laserfiche, Alexandria archived its documents on paper and microfiche. With a rich history dating back to the 18th century, the City could ill afford to trust the aging system. With the goal of quickly responding to document requests from citizens, the City set out to implement an electronic document management system -- one with good support and easy maintenance.
Unity Business Systems first implemented a successful Laserfiche solution in the Fire and Code department, with several other departments (Finance, Planning & Zoning, Police Personnel, City Attorney, Environmental Services, Transportation and IT) following shortly after.
Some highlights include:
• Security features restrict access to sensitive information
• Automated filing reduces errors and conserves staff time
• Off-site searches are eliminated and physical storage space is reclaimed
“It's wonderful to be able to access our documents this way. It's fantastic!" said Virginia Clarke, supervisory administrative officer.
City of Charlottesville, Virginia: The Commissioner of the Revenue Office
With the burden of processing over 40,000 personal property documents every year, the COR office knows something has to change. Add in a complicated filing system and slow customer service, and the issues keep mounting. The choice: expand the existing data entry and system management to an unmanageable level of detail or research and build a better way to manage documents.
Unity Business Systems has implemented a successful solution which captures and manages all documents. Digital storage of documents offers not only the retrieval capability, but also provides peace of mind because of the added security. Access and the ability to make changes to documents can all be easily locked down by user and group. Some other highlights include:
• Time savings in document retrieval
• More efficient customer service
• Ability to compare document index data to tax data system
“We love the Laserfiche product for its reliability, ease of use, quick learning curve and powerful flexibility,” said Rosalind Collins, deputy commissioner of the revenue.
Frederick County, Virginia: The Commissioner of the Revenue Office
Most of the office's biggest pains revolve around the growing number of filing cabinets each year. In one division of the COR office alone, there are seven free-standing filing cabinets full of paper in addition to four sections of a rolling file that has to be used. Other issues include the time spent on filing and retrieving documents from said cabinets.
Unity Business Systems has implemented a successful business automation solution which includes a scanning and storage system. With the new system in place, the COR office has been able to scan the entire back file of 2006 Business Property forms within one month. Some highlights include:
• Estimated savings of nearly $100,000 annually
• Lower retrieval costs, improved customer service and freeing up valuable office space
• Simple integration with email
“The scanning enables us to maintain better control over the information, and in a quicker and more organized way; the time-saving aspect is remarkable," said Bev Rosato, Business License Division.
As part of its records re-engineering initiative, the City of Hampton focused its efforts toward secure document retention and information sharing in several departments including Planning and Codes Compliance. The desired solution would incorporate Laserfiche RME (Records Management Edition) and reduce the number of filing cabinets - all bursting at the rivets with paper documents.
The Solution Unity Business Systems and Hampton City’s IT Department facilitated the backlog scanning of the Planning Department's land use case file history. After more than 12 months, the Planning Department's Zoning, Variance, Use Permits and other permanent documents are all conveniently housed in Laserfiche. Since this information has gone online, City employees now have this information available at their fingertips.
Some highlights include:
• Estimated savings of approximately $70,000 annually in the Planning Department due to lower retrieval costs and space saving
• The creation of useable office space for City staff
• Simple integration with e-mail and improved customer service, internally and externally
"We now have information immediately available, stored in a secure environment, with appropriate records management and are able to serve our customers within minutes," said Debbie Wolff, Records Manager.
Hanover County, Virginia: The Commissioner of the Revenue Office
Like most Commissioner of the Revenue offices, Hanover County is inundated with paper each year. Returns come in, staff have to read them, enter in information, then file them away. Retrieving documents after manual filing is completed is also a huge challenge. With these challenges and more, the COR office knows something has to change—a long-term solution is needed.
Unity Business Systems has implemented a successful records management and document imaging solution that allows staffers to scan on a daily basis; once scanned, files can be now be destroyed (and not take up space in offices or warehouses) after only a few months.
Some other highlights include:
• Assisting citizens in a faster and more accurate manner
• Ease of document retrieval
• Integrates with the County's existing BRIGHT database system to facilitate file capture and indexing
“We love the product and services and are very excited about all the new ways we will discover to use it,” said Amy W. Johnson, deputy commissioner of the revenue.
In this digital age and with many people turning to the Internet for instant information, the City Manager’s office feels it is time to provide their citizens with records over the Web.
Unity Business Systems has implemented a successful document management “WebLink” solution that allows staffers to post documents online. Some highlights include:
• A secure Web-publishing tool that distributes information while keeping it safe
• One installation on your Web server delivers easy rollout
• WebLink is highly customizable
“I checked with other jurisdictions who utilize the “Weblink” solution through UBS, and I found an outstanding level of satisfaction with UBS customer service and user support. We've enjoyed the same level of service,” said Dewey Cashwell, former city manager.
Filing cabinets. Misfiled documents. Storage facilities. Damaged documents. The list of challenges associated with paper filing can become too much to handle. Other major challenges the Finance Department faces are not having enough room for file storage, not being able to locate specific documents once placed in storage and dealing with the poor conditions of certain storage facilities.
Unity Business Systems has implemented a successful document management solution, primarily focusing on the Accounts Payable area of the department. Their setup includes processing invoices which are indexed by Vendor Name and Invoice Number. They also scan all of their checks into a separate document for each check and use Optical Character Recognition (OCR) to index for retrieval of individual checks. Some other highlights include:
• The time-savings aspect
• On-demand turnaround on document searches
• The user-friendliness of the system
“I have seen what the system has saved in filing time and the number of copies required, as well as document search time. The system has definitely exceeded our expectations,” said Kim Van Der Hyde, Finance Director.
Each year, the Human Resources office receives and processes an extensive amount of paperwork dealing with all current and potential employees. Staffers file all paperwork into employee files which are stored in filing cabinets that take up valuable space throughout the entire office. The stress of manually copying, filing and retrieving all of those documents is taking its toll on the employees.
Unity Business Systems has implemented a successful Laserfiche solution for the storage and management of the County's personnel records. With the recent addition of Laserfiche Quick Fields, the office's entire process is now managed with core Laserfiche products (no reliance on custom programming). Some highlights include:
• Easier management of security
• Efficient on-going management of the system
• A more streamlined capture process
“So far, the entire process UBS set in place has worked well—both the product and the service,” said Anita Hassell, assistant director.
It’s an age old story for offices all around the world: too many boxes, not enough space, too much time wasted searching for documents, not enough productivity from employees—the list goes on and on and on…! The story was no different for several Warren County, Virginia, local government departments when they decided to do something different—start a new chapter—and contacted Unity Business Systems for a solution. A space assessment study determined that an electronic document management system needed to be implemented.
Unity Business Systems has implemented a cross-departmental document management solution, involving the following departments: Planning & Zoning, County Administration, Fire & Rescue, Finance, the Commissioner of the Revenue Office and Warren County Public Schools. With the implementation, the different departments now save time and have improved efficiency. Some other highlights include:
• Increased document security
• Ease of access to specific electronic documents
• The potential to be a total document management solution for the entire County
“I do feel that we are well on our way toward utilizing and implementing the Laserfiche software and are discovering its capabilities with our document management goals,” said Matt Wendling, planner.
York County/Poquoson, Virginia: The Circuit Court Clerk’s Office
Before Unity Business Systems, the Circuit Court Clerk’s Office had a system that limited indexing and searching for documents to one staff member at a time. This was time consuming and was causing significant delays in providing information to the public. With the amount of land records increasing each year, the office needs a Court Records Management system that will allow staffers to work more efficiently.
The Solution Unity Business Systems has implemented a successful CRMS solution that allows multiple staffers to easily index roughly 200-250 documents and scan several thousand pages per day. Some highlights include:
• The office is able to complete the indexing of back-logged documents
• Local citizens now have improved convenience and speed of access to call up filed documents needing review or copy remotely - without the need to come to the office
• Citizen “self-service” drastically reduced staffers’ time involvement so they can focus on other tasks
“With their (UBS) document imaging solutions, we are able to maintain our records with efficiency and promptly provide information to the general public,” said Lynn S. Jenkins, clerk of the circuit court.
City of Norfolk, VA - Department of Human Services
The City of Norfolk Department of Human Services (DHS) is responsible for the planning, delivery, and evaluation of the City's human services and public assistance programs. They provide administration and management services to the operating units of the department, coordinate grant opportunities for the City in the area of human services, staff a number of citizen advisory groups, and participate in numerous collaborative efforts throughout the city.
In Virginia, Social Services departments use the SPIDER online system to retrieve demographic, benefits history and other eligibility related information about benefits recipients and applicants. They also use ADAPT, a state system responsible for issuing the benefits and is the overarching database system containing the demographic information for citizens receiving benefits. They needed a solution that would seamlessly integrate with both of these existing systems.
Social service processes produce a lot of paperwork. Their previous solution, EZ-Filer, has no vendor support and essentially left them “on their own” to support it. At any given time, there was 1-2 weeks backlog of files needing to be scanned. They desired a solution that would eliminate the backlog and free up the central scanning operation to offer their services to other areas of the organization.
Unity ECM has implemented a responsive, reliable and easy-to-use Document Management System (DMS) solution that Norfolk's DHS is using to automate scanning and indexing. The Laserfiche solution integrates and works harmoniously with both the SPIDER and ADAPT systems, in turn simplifying caseworkers' processes - a very attractive feature.
Some other highlights include:
Electronic forms and e-signatures
Electronic case management
One-button packaging and transfer of cases between localities
Automatic case alerts keeping caseworkers fully engaged in the client process
Security for fraud investigations and discovery
Repurposed document storage space for more productive endeavors
“Successful implementations do not happen by accident or luck. Planning, communication, training, dedication and hard work are all keys to making Laserfiche work for DHS. Everyone who is involved with this project deserves a huge thank you...Change is never easy, but all of our staff who were accustomed to EZ-Filer, made the leap to make Laserfiche work,” said Mark J. Formella, Applications Development Supervisor with the Information Technology department for the City of Norfolk's DHS.