Kofax (LSE:DCM) today announced that the State of Utah’s Office of Recovery Services (ORS) has adopted a new records management and electronic mailroom solution based on Kofax Intelligent Capture & Exchange, the centerpiece of the company’s strategic initiative to help organizations streamline business processes by capturing documents in the front office and moving such information in real time to transactional business processes.
Located within the Utah Department of Human Services, ORS provides child support services and support for children in care. ORS turned to local Kofax Certified Solutions Provider, Dataimage, to develop a custom solution that would allow it to digitize its case files and make them centrally available electronically throughout the agency.
“We spoke to other states looking to digitize their paper records with a solution to get a feel for what to expect,” said Les Roberts, Information Analyst II, ORS. “We were surprised to hear that similar back file conversion projects in terms of scope had taken anywhere from three to five years to complete – time we just didn’t have.”
For this back file conversion project, ORS initially focused on capturing the paper-based documents representing the more than 90,000 child support cases in the state – approximately 6-7 million pages of paper. In addition, ORS receives 80,000 pieces of new mail each month that need to be distributed to case workers located throughout the state of Utah. Lost files, missing files, and information and workers spread across the state made quick and easy access an increasingly difficult challenge.
“The ORS back file conversion project was no small task,” said Dan Dillingham, Vice President of Corporate Sales, Dataimage. “Without Kofax Intelligent Capture & Exchange, we estimate the project would have taken more than three years to complete, based on all the additional manual classification and data entry that would have been required by a less robust solution.”
ORS also worked with Dataimage to implement an electronic mailroom solution that would allow the organization to proactively capture all new documents in the front-office in the form of inbound mail, to help cost-effectively solve the challenge moving forward. Dataimage designed a solution, also based on Kofax Intelligent Capture & Exchange, that allows mail to be quickly scanned and distributed electronically throughout the state, as well as to select virtual home offices, often, by 8 a.m. that same morning. Previously, the same process took more than 24 hours using manual paper distribution within an office and up to a week if the document had to move to a different office throughout the state.
Kofax Solution Drives Productivity, Accountability and Customer Service for ORS
With the new records management solution, case workers no longer need to retrieve paper files to complete their work. Previously, the documents were stored in filing cabinets, so if one employee pulled the file, it wasn’t available for the next. Now that they are all electronic, multiple employees can work on the same case at the same time, helping to increase productivity and better serve customers.
The new electronic mail distribution has also delivered significant results by automating the process of capturing and distributing mail. Now, case workers can open new cases much more quickly than before – all without spending time researching or looking for documents and files. Employees now have a way to track mail and assign accountability to prove it was delivered. Lastly, ORS is able to better address customer inquiries as their customer service units can quickly access relevant documentation electronically.
The Kofax solution also automates the classification and identification of eligible documents from the case files and unnecessary and ineligible documents can be easily precluded from storage in the imaged file. In addition to keeping case files clean, this process also creates efficiencies which allow workers to get to the appropriate information in a timely manner. ORS is now positioned to easily manage case file access for audits, which are common among government organizations.
“As this project was largely funded by an OCSE 1115 Demonstration grant, the production deadlines associated with that funding raised the stakes on an already difficult challenge and short timeframe for completion. With Dataimage, we were able to complete the project in just over eight months, a time reduction of almost 80 percent. This time savings has been priceless for ORS,” added Roberts.
“Kofax Intelligent Capture & Exchange continues to bring substantial benefits to organizations that heavily rely on paper forms in the performance of their responsibilities,” said Rob Klatell, chief executive officer of Kofax’s parent company, DICOM Group. “While the paperless office is not a reality today, we are arming organizations with the tools they need to better manage, store and share information electronically through our innovative solutions.”
About Kofax
Kofax, a division of DICOM Group plc (LSE:DCM.L), is a global leader of Intelligent Capture & Exchange solutions. Its leading edge capture and exchange technologies and solutions enable Business Process Automation by managing the transformation and exchange of business-critical information (residing in various formats such as paper, fax, electronic documents, e-mail, SMS) among people, applications and devices. Kofax products are widely used in finance, government, insurance, healthcare, and a broad range of companies and agencies that must capture critical business information from paper and electronic documents and forms.
About Dataimage
Dataimage is a leading provider of advanced capture and document management solutions serving clients throughout the United States and Internationally. Dataimage has over 25 years experience in the industry and is a Kofax Platinum level partner. Dataimage is certified and has extensive experience with the full line of Kofax advanced capture offerings.
Kofax is a trademark or registered trademark of Kofax Image Products, Inc. All other trademarks and registered trademarks belong to their respective owners.
Contacts:
Michael Troncale, 949-727-1733, x434
michael_troncale@kofax.com
