1 / 18

Document Imaging System

Document Imaging System. Presented by Wayne Pollard. Why Go Paperless?????. ELECTRONIC CASE FILES. Tremendous Value If Carefully Planned and Executed ADVANTAGES : Increased access to documents Fewer lost documents Ability to review a file when it is not physically present.

barid
Télécharger la présentation

Document Imaging System

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Document Imaging System Presented by Wayne Pollard

  2. Why Go Paperless?????

  3. ELECTRONIC CASE FILES Tremendous Value If Carefully Planned and Executed ADVANTAGES: • Increased access to documents • Fewer lost documents • Ability to review a file when it is not physically present

  4. ELECTRONIC CASE FILES (Cont’d) • Great for Audits • Physical security of mail/files • Save on office space (1 Filing Cabinet = 600 MB of disk space)

  5. HUD GUIDANCE • Historically, HUD had not provided guidance. • Recently, Nicole Faison, HUD's Director of Public Housing Programs, issued new guidance encouraging the use of electronic files: "It is the position of HUD Headquarters that the PHA’s record keeping obligations are outlined in its Annual Contributions Contract (ACC) and various HUD regulations, which do not prohibit the electronic retention of documents. We are not aware of any HUD statutes or regulations that specify the format in which documents are retained. In short, PHA’s may maintain electronic records/files.

  6. HUD GUIDANCE (Cont’d) • It should be noted that the Office of Management and Budget (OMB) encourages Federal agencies and its business partner to maintain electronic files versus paper files. With the publishing of the Refinement of Income and Rent Rule, OMB encouraged HUD to include the language that electronic retention of the form HUD-50058 fulfills the record retention requirement."

  7. Questions to Consider • How efficient is our Workflow? • Are you having Storage Issues? • Are you spending a lot of time Searching for Case Files? • Do you have issues with staff filing documents timely? • How much do you spend on Paper, Postage, Etc.? • What is your staff comfort level with technology?

  8. Traditional vs. Electronic Case Files Traditional Files: Electronic Files:

  9. Where Do You Start?RESEARCH • Shop Around • Talk with other PHA’s who have progressed to the • paperless society • Look at demos • Have the vendor come to your PHA for a • presentation • Look at Current Cost vs. Future Cost • Appoint a Committee to look at our current workflow • and see how a paperless system would enhance our • daily performance

  10. Employee vs Scanning System Cost of Employee Cost of Scanning System

  11. Other CostConsiderations • SCANNERS • Production style scanner that can handle 40-50 pages per minute • Duplexing recommended • If multiple offices – each office will need a scanner • DISK SPACE • 1 filing cabinet = 600 MB of disk space • Cabinets * 600 * 2 (backup) = disk space required • MONITORS • Dual monitors for Housing Counselors allow easy viewing of documents and data entry screens at same time

  12. DECIDE IF YOU ARE GOING TO BACK FILE • Identify which documents will be converted and which will not. • RETENTION REQUIREMENTS • Look into HUD regulatory requirements for retaining records, they vary by program. • CONSIDERATION • Scan the entire contents of all active tenant • files. • Leave inactive files until they can be safely • destroyed. • Look into outsourcing options for scanning of old files.

  13. BACK FILING CONSIDERATIONS • IN-HOUSE vs. OUT SOURCED BACK FILE CONVERSION • One-time process: Outsourcing might be better option • OUT SOURCING CONSIDERATIONS: • Type of equipment and technical experience • Project turnaround time • Security • Quality control procedures • Cost • Access to files (if needed) • File names and indexing

  14. SCANNING STAGES • Loose Mail • New Admission Files • Interims • Annual Re-Certification

  15. CHANGE THE THINKING

  16. STAFF DISCUSSION • KEEP STAFF INVOLVED IN THE PROCESS • LET STAFF VENT THEIR CONCERNS • LET STAFF KNOW IT’S OK TO LET GO OF THE PAPER.

  17. OTHER PAPERLESS WORKFLOW • Mobile Inspection • IPAD • Increased Daily Inspection • Take photos upload to the software • Email inspect results to owner • Efax/Email/Web Sites • We require owners to obtain email address • Send notifications to owner via email • Request to send information to our office via EFAX

  18. Questions ?????

More Related