Presented by Wayne Pollard. Tremendous Value If Carefully Planned and Executed ADVANTAGES: Increased access to documents Fewer lost documents Ability.

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

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)

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.

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."

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?

Traditional vs. Electronic Case Files

Traditional Files:

Electronic Files:

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

Employee vs Scanning System

COST OF EMPLOYEE COST OF SCANNING SYSTEM

Equipment/Software

Cost

Imaging Software

Heavy Duty Scanner $6,500

Medium Duty Scanner $3,500

Light Duty Scanner $700.00

Position Salary/Benefits

Clerk $35K

Counselor $52k

Inspector $48K

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

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.

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

SCANNING STAGES

•Loose Mail

•New Admission Files

•Interims

•Annual Re-Certification

CHANGE THE THINKING

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.

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

Questions ?????