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July 16, 2003

Hillsborough County Awards Another EDMS

Hillsborough County Planning and Growth Management (PGM) Department has contracted with Document Advantage (DocuVantage) Corporation of Winter Haven, Florida to implement a Document Management System to automate the department’s business processes and workflows. DocuVantage has partnered with Salone IT on this and other County projects.

The PGM Department performs planning activities to implement the County’s Comprehensive Plan, including the administration of the Land Development Code and Building Codes.

Generating approximately 2,369 million new documents annually, the documents are currently prepared by hand with many of the documents stored on microfiche. In addition to labor costs – with many employees working weekends to keep on top of the volume of paperwork – the PGM Department generates over 655,000 copies per year and incurs nearly $25,000 in courier services transporting files to and from remote offices.

In addition to the labor involved in maintaining, filing and retrieving over 30 years of documentation which include building and site plans, permits, and vital engineering information, the PGM Department must follow workflow and handling strategies to meet mandates on reporting and responding on applications and appeals.

After a needs study performed by the Strategic Automation Plan Project; a committee formed by the PGM Department, DocuVantage bid on and was approved to implement the Optix® Electronic Document Management System. This system will provide:

· Workflow, document flow and approval path,
· Action Plans for distributed versus centralized document management,
· Distributed scanning from 4 remote sites and the downtown head office, plus satellite offices,
· Online editing, updating and adding of data to the electronic forms with both manual and automated validations
· Check-in and check-out system to track location of documents, plus audit time constraints and accountability,
· Handling of all phases of the documents from creation to archiving,
· All meeting legal and regulatory provisions.

DocuVantage’s solution will store and retrieve 2 to 6 million documents online. Compared to several days to retrieve documents under the current manual system, the new system will provide for retrieval of online documents within seconds. The system will furthermore provide secure web access to the internal staff.

Supporting the many types of files the PGM Department deals with including Autocad and large format documents, the system will allow for annotation, redacting, highlighting, date and time stamping and more.
The PGM Departments evolution from hard copy to the electronic document management is estimated to take from two to four years in which time DocuVantage will provide 24/7 service and complete training to the management and personnel, plus online tutorials and help system.

Optix® was developed in 1988 by mindwrap, inc., formerly Blueridge Technologies; pioneers in the development of some of the largest document management systems ever designed. Dave Wiggins, CTO of DocuVantage was part of the original Optix® development team. A complete Optix® system includes Document Imaging, Workflow, WEB, Text Retrieval, Document Management and Control, Optical Character Recognition (OCR), and COLD capabilities. Optix® also includes a mobile version and wireless capabilities.

For more information please contact Dave Wiggins at 863.326.6360 or visit us at www.docuvantage.com

Posted by DocuVantage on July 16, 2003 12:00 AM

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