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Automating imaging, color coding, and file tracking with RFID from has dramatically changed operations for Prince George’s County Office of Child Support Enforcement.
Finding case files had become a time-consuming problem for the Prince George’s County Office of Child Support Enforcement (PGCOCSE). With a staff of nearly 100, the agency was responsible for almost 60,000 active cases. An existing InfoLinx file tracking system was rarely used and suffered from performance issues.
In July of 2005, PGCOCSE selected FileTrail through a formal RFP process to automate file tracking, imaging, and existing manual processes. PGCOCSE has realized many benefits since implementing FileTrail in September of 2005. Automated file tracking eliminated searches for case files, while imaging reduced the need to retrieve paper case files. Also, FileTrail’s internal controls have helped PGCOCSE prepare for external audits.
Sharing Document ImagesOne of the most significant changes for PGCOCSE has been the ability to capture and manage document images. With nearly 60,000 active cases, staff spent a lot of time retrieving files. Access to images at any desk has reduced the need for retrieval of files.
While PGCOCSE had been using digital copiers with imaging capabilities for years, there was never a tool for managing or securing the images. As a result, it was determined that imaging documents was not feasible - until FileTrail.
“Imaging with FileTrail has changed everything,” according to Joan Kennedy, Director. “FileTrail organizes and links the images to searchable case information.”
FileTrail captures key documents using digital copiers. The ability to search for and view images online reduces the need to pull the actual case file. Comprehensive security controls who can add and view images.
Ending Searches for Case FilesFileTrail combines bar code technology with software-based processes to quickly check-in and check-out case files. Ease of use is critical as the file room is unstaffed and the agency depends on staff to pull their own files and perform the check-out.
“The check-out process in our old bar coding system required four times as many steps as FileTrail,” said Delores Jones, Deputy Director. “We had difficulty enforcing a check-out system before, but FileTrail is so easy that compliance is no longer a problem.”
“FileTrail also contains an easy person-to-person transfer,” added Sandy Heaton, Intake Unit Supervisor. “Now we know where every file is, even though it changes hands often.”
Staff save a lot of time now that all the files are being tracked. Everyone can search for files in FileTrail without leaving their desks. FileTrail shows the current location of the file, as well as a history of previous locations.
Preparing for Federal & State AuditsWithin 60 days of implementing FileTrail, the agency conducted three desk-to-desk audits using the Mini scanners from FileTrail.
“The best way to prepare for external audits is to conduct internal audits,” said Kennedy. “These audits increased staff accountability for the files, preparing us for state and federal audits.”
Sailing Through External AuditsLike many government agencies, PGCOCSE is subject to external audits for its funding. The annual data reliability audit (DRA) required by Title IV of the Social Security Act is tied to federal funding, which is critical to PGCOCSE's operating budget.
“FileTrail helped us organize our documents in preparation for our audits,” said Kennedy. “Our ability to quickly find files and access imaged documents saves us tremendous time and decreases the amount of time necessary to respond to our data reliability audits.”
Dealing With Peak WorkloadsEach year, PGCOCSE participates in the Child Support Amnesty initiative. This week-long program is designed to give parents an opportunity to resolve child support arrears without fear of arrest or prosecution.
Amnesty week presents several challenges to PGCOCSE. The volume of activity is dramatically higher. In addition, most of these are walk-ins, requiring on-demand retrieval of their case files from the third-floor file room and delivery to the first-floor customer service area. FileTrail's requesting and request fulfillment tools ensure that files are delivered quickly for walk-ins.
Automated Color-codingFileTrail prints color-coded folder labels on demand without the export-import process that the old system required. A single strip label includes meaningful data from FileTrail. Color-coding saves up to 60% of the labor required to create a new file, and reduces the time to retrieve and re-file case files by up to 75%.
Using RFID TechnologyFileTrail's rapid tagging process streamlines assignment of Gen 2 RFID tags to new and existing case files. The RF-Mobile portable scanner allows you to conduct audits in 15% of the time it takes with bar codes. The FileDetector feature reduces the time to find a misplaced or mis-filed file by at least 95%.
Leveraging Web TechnologyWeb technology yields many benefits over Windows technology, including easier installation, lower cost of administration and secured access from remote locations.
“Our old bar coding system was Windows-based, and we would have had to install software at a hundred workstations,” said IT Manager Steve Tran. “FileTrail only needed to be installed on one of our servers to be accessible by all of our staff.”
Web applications provide more flexibility in security by allowing login from remote sites. This allows PGCOCSE to share information and imaged documents with supporting agencies or other child support jurisdictions.
Locate Files Quickly and Easily
A simple RFID tag inside each File saves time and labor.
Files are automatically tracked as they move from desk-to-desk.
Missing Files easily found with the portable DetectorTM.
Exits are secured to prevent unauthorized removal.
Locate Files on graphical maps of your floor plans.
Time-Saving Tools At Every Desktop
Clients love our Amazon-like interface and well-designed processes.
Easily print color coded labels for new Files.
Easy search tools provide quick access to locate Files.
Pull and Delivery lists simplify process of requests and calendar entries.
Automate archiving and retrieval from your records center.
Display volumes of Files and location of each in other systems.
Simplify Management With Documented Compliance
Streamline work from processing through disposition.
Real-time workload, activity and workflow reporting simplify management.
Work is routed to staff and guided in completion of workflow tasks.
Audit trails document movement and application of retention policies.
Easily restrict access to data and Files by user and group.
Qukcly retrieve Files for Audits.
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