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

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Presentation on theme: "Going Paperless with DocuWare: Keys to Success Presented by: Linda Nearing, Supervising Deputy Prosecutor Tippecanoe County Title IV-D Child Support Program."— 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 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 Locate parents Locate parents Establish orders Establish orders Child support Child support Medical coverage Medical coverage Establish paternity Enforce orders Judicial Administrative Tippecanoe County Prosecutor Title IV-D Child Support Program

4 Who We Are Open cases:5,500 Open cases:5,500 Longevity28+ years Longevity28+ years Retain closed cases3 years Retain closed cases3 years Total pages1,000,000 Total pages1,000,000 Filing space144 sq ft. Filing space144 sq ft. By the Numbers

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

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

7 Keys to Success Internal Champion Internal Champion Project Planning Project Planning Staff Acceptance Staff Acceptance

8 Keys to Success Knowledge Knowledge Office operations Office operations Technology Technology Authority Authority Time / Commitment Time / Commitment Internal Champion In-house Project Coordinator

9 Keys to Success Design Design File cabinet File cabinet Index Index Conversion Project Planning

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

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

12 DocuWare File

13 Index Design

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

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

16 Physical Comfort ChairsMonitors

17 Physical Comfort Keyboards & mice Keyboards & mice Enhanced lighting Enhanced lighting Footrests Footrests

18 Keys to Success Internal Champion Internal Champion Project Planning Project Planning Staff Acceptance Staff Acceptance Summary

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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