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Going Paperless with DocuWare: Keys to Success

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Presentation on theme: "Going Paperless with DocuWare: Keys to Success"— Presentation transcript:

1 Going Paperless with DocuWare: Keys to Success
Presented by: Linda Nearing, Supervising Deputy Prosecutor Tippecanoe County Title IV-D Child Support Program

2 Outline 1. Who we are 2. How we use DocuWare
3. Keys to our success (so far)

3 Who We Are Tippecanoe County Prosecutor
Title IV-D Child Support Program Establish paternity Enforce orders Judicial Administrative Locate parents Establish orders Child support Medical coverage

4 Who We Are By the Numbers Open cases: 5,500 Longevity 28+ years
Retain closed cases 3 years Total pages 1,000,000 Filing space sq ft.

5 How We Use DocuWare Objectives Reduce paper cost Reclaim space
Increase productivity Locate files Reorganize workflow

6 How We Use DocuWare Functionality Court hearing Investigation
Customer service Enforcement Case management

7 Keys to Success Internal Champion Project Planning Staff Acceptance

8 In-house Project Coordinator
Keys to Success Internal Champion In-house Project Coordinator Knowledge Office operations Technology Authority Time / Commitment Decisions will include design of the system, personnel decisions, policy decisions.

9 Keys to Success Project Planning Conversion Design File cabinet Index

10 File Cabinet Design 1 file = 1 DocuWare document
Documents too big 1 document = 1 DocuWare document Too much indexing

11 File Cabinet Design 1 file = 6 sections
1 file section = 1 DocuWare document 1,000,000 pages = 60,000 index entries

12 DocuWare “File” 6 sections / case file
1 file section = 1 DocuWare document

13 Index Design 1,000,000 pages but 60,000 index entries

14 Conversion New files “As needed” All files 18 months
“Parallel systems” Quality control

15 Keys to Success Staff Acceptance Training Adjustment Period
Technical Support Physical Comfort

16 Physical Comfort Chairs Monitors

17 Physical Comfort Keyboards & mice Enhanced lighting Footrests

18 Keys to Success Summary Internal Champion Project Planning
Staff Acceptance

19 Thank you! Linda Nearing Supervising Deputy Prosecutor
Tippecanoe County Title IV-D Child Support Program 301 Main Street Lafayette, IN (765)


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