WELCOME TO GOVERNMENT BREAK OUT SESSION!

1. WELCOME TO GOVERNMENT BREAK OUT SESSION!

2. Introducing • Janette Stackhouse - IRA • Steve Yancy – DocuWare Regional Sales • Pam Benedix and Olga Glossett Elkhart County Child Support Enforcement

3. WHAT IS LOCAL GOVERNMENT DOING WITH DOCUWARE? • Clerks (City and County) • Probation • Prosecutors • County Sheriff • Public Defenders • Planning • Administrative • Child Support Enforcement and Establishment

4. What Clerks are scanning Mortgage Foreclosures Civil Collections Divorces Criminal Judgments Warrants and protective orders Civil Tortes Guardianships Foreign Judgments

5. When Clerks are scanning • After docketing information in Clerk’s Case Management Software • Daily scanning at desks • Records department scanning back-file • Immediate capture of Warrants electronically (from electronic Warrant form)

6. Why Clerks are Scanning • Space • Eliminates the need for large, expensive, (and heavy) books • Reduces time spent filing and re-filing • Faster response to Warrants and Protective orders.

7. Warrant Movement Warrant is typed in clerk’s office Open New Warrant! Content Folder Sheriff’s Depart. is notified by DocuWare of new warrant Warrant is “printed” to DocuWare File Cabinet Warrant never leaves File Cabinet Served with-in hours not days! New Warrant is stamped electronically with “Served” Changes status in File Cabinet to “Served” and adds User, time, and date

8. WHAT CHILD SUPPORT ENFORCEMENT IS DOING WITH DOCUWARE • Scanning and Indexing • Content Folders • Stamps • Daily filing System and Working File • Escalation and Notification • Statistical Reporting

9. SCANNING AND INDEXING • Scanning daily mail • Scanning every document within a case file to create a paperless office environment • Indexing and labeling every document for easy access by Child Support Staff • Indexes documents into the filing cabinet that are processed through the State Tracking System

10. Scanning and Indexing • Indexing is divided into five category types duplicating the hard file • File Maintenance • Pleadings • Financials • Trials • Felony

11. CONTENT FOLDERS • Content Folders are assigned to each caseworker to complete assignments • Daily mail processed to caseworker through content folders • Caseworker reviews daily mail, makes notes in the file, and delegates task(s) to be completed within the unit

12. STAMPS • Use of Stamps • Review of case file • Delegating tasks • Assignment complete • Action notification date (tickler) • Court preparation

13. DAILY FILING SYSTEM • Every document is scanned and indexed into the electronic filing cabinet for access by all Child Support Staff • Documents are accessible by case number, court docket number, or parties names

14. ESCALATION AND NOTIFICATION • If task is not completed in a timely manner an alert will be sent to the Assistant Supervisor • If task is not completed after being sent to Assistant Supervisor, Office Manager will then be notified

15. STATISTICAL REPORTING • Supervisor has ability to monitor all scanning and indexing stations • Monitor progress of each unit on weekly basis • Monitor number of documents and pages within active and inactive (closed) electronic filing cabinet

17. Child Support Mail Workflow Open “New Mail Content Folder Open “New Notified” Content Folder Stamp Delegated to: Case Worker name from a list and adds Due Date Mail is scanned and Indexed as “New Mail” Case Worker performs assigned task for each piece of mail, then stamps mail with “Assignment Completed”. Stamp to remove mail from content folder. Mail becomes part of client file which never leave the File Cabinet as index criteria move the documents through the office. Stamp “Assignment Completed”