CASE STUDY FACTS:
CLIENT: United Independent School District
DIGITECH SYSTEMS RESELLER: DM2000, San Antonio, TX
SOLUTION: PaperFlow and PaperVision Enterprise
RECOGNIZED BENEFIT:
“We now have the ease of use provided by PaperFlow for scanning, combined with the security provided by PaperVision Enterprise. The entire process took less than four hours to install and implement, and training our clerks to use the new integrated PaperVision Enterprise retrieval software took about 15 seconds!”
- Norma Farabough,
Tax Assessor-Collector for UISD |
United Independent School District (UISD) is headquartered in Laredo, Texas and has 47 campuses with an enrollment of over 33,000 students. With over 7,000 employees, they are the largest employer in Laredo.
Prior to 2003, UISD had no standard procedure for managing tax, student or employee records. In June of 2003, DM2000, a Digitech Systems value added reseller since 1999, installed PaperFlow™ and PaperVision® Enterprise (PVE) at UISD. Installation took place in several departments including the Tax Office and the HR Department. The Tax Office is responsible for records management for the entire District, which includes tax and student records as well as a wide variety of records that are subject to Public Requests for Information. The HR department is responsible for employee records including new hires.
The installation of PaperFlow and PaperVision Enterprise greatly improved the efficiency of records management for the Tax Office. They recognized the strength of Digitech’s product offering, but needed the ability to retrieve change orders from the Assessor’s office from within their tax software, EZTax®. Prior to PaperVision Enterprise 11.5, they were forced to use a primitive plug-in causing UISD to use two separate document management solutions. With the release of PVE 11.5 and its user-friendly integration capability, DM2000 was able to provide UISD with one complete secure document management solution across all departments. The HR Department is now able to streamline their hiring process by utilizing PVE to review teacher applications.
The Situation
Before the Tax Office took over records management, UISD had no standard procedure for managing the records from various school campuses. They needed the ability to find critical archival records for audits, subpoenas, and Open Records Act requests. Each year, an internal audit is conducted to verify their ability to find any document at any given time. The outcomes of audits were not favorable.
The Tax Office had also been using two imaging systems for the last two years – one for the District’s records management (i.e. student records and records subject to Public Request for Information), and one for the management of the tax records. While PaperFlow and PVE were being used for the District’s records management and student records, they were using a rudimentary imaging plug-in that came with their tax software, EZTax to manage their tax records. Although the module in EZTax served their purpose, it was labor-intensive and not very secure.
In addition, prior to 2003, the HR department of UISD had a confusing and labor-intensive teacher application process. Copies of potential teachers’ files had to be hand delivered to each Principal for review, or the Principals had to travel to the HR office to review them. There was no way to keep them confidential using electronic distribution.
The Solution
DM2000 upgraded all the departments using PaperVision Enterprise to version 11.5 in spring of 2005. With the introduction of integration, DM2000 was able to provide UISD a single, powerful document management solution. PaperVision Enterprise integrates seamlessly with EZTax, allowing them to pull up images of documents alongside the related tax information.
By utilizing PaperFlow and PVE, the HR Department now keeps personnel files confidential by administering document level security. They have also streamlined their hiring practices.
Recognized Benefits
With the upgrade to PaperVision Enterprise 11.5 and its amazing integration ability, the Tax Office now enjoys all the benefits of PVE without ever having to leave their line of business application. UISD has been able to standardize their document management solution by getting every department on one system. The Tax Office has also scored 100% on every audit since the change, something that had never been done before.
Training time has been reduced from over 2 hours to less than 15 minutes, and the Tax Office no longer uses the unmanageable plug-in provided by EZTax.
Employees utilizing the PVE system have become more productive in their daily jobs. More documents can be accessed in a shorter amount of time, and the amount of work required to access critical information has been reduced by 75%!
Norma Farabough, a Tax Assessor-Collector for UISD states “We now have the ease of use provided by PaperFlow for scanning, combined with the security provided by PaperVision Enterprise. The entire process took less than four hours to install and implement, and training our clerks to use the new integrated PaperVision Enterprise retrieval software took about 15 seconds!”
The HR Department also benefits from PVE. When an application for a teaching or administrative position is received, the documents are scanned with PaperFlow into PVE with a document type of HR Only. This restricts access to these files to just the HR department. Once the applicant has been deemed eligible, and they have cleared a security/background check, the document type is changed to Principals. At this point, the Principal of any campus can access qualified applications for any open positions. Also, when a potential employee is being evaluated, annotations are the perfect place to record notes and observations. The HR department has even eliminated the need for travel between Principals and the HR office to review potential applicants using PVE and the District’s intranet. Now that’s value!
About DM2000
DM2000, Inc. is a locally owned Texas corporation based in San Antonio and is a full-service document management company. They offer a “One Stop Shop" approach and provide an array of document and records management solutions for cost-effective programs.
DM2000 was honored as a Circle of Excellence recipient at Digitech Systems’ 2005 Makin’ Moolah. They have been a Digitech reseller since 1999.
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