DOCUMENT IMAGING SYSTEM Presented by Wayne Pollard
Mar 30, 2015
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 ?????