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May 19, 2007

Document Advantage Welcomes Hillsborough County Public Works Traffic Services Division

Public Works offers an array of services in order provide a transportation system satisfying diverse mobility needs while recognizing concern for safety and the environment.

Services include:

Maintenance and repair of roadway and storm water infrastructure
Managing traffic signals, signs, striping, and street lighting and related infrastructure
Managing traffic calming programs
Controlling the mosquito population and vegetation using a variety of aerial and surface spraying techniques
Developing and ranking transportation and storm water systems maintenance, rehabilitation, and improvement projects
Providing Community Storm Water and Environmental Education programs

Challenge

During the process of preserving the transportation system, providing user safety and mobility, and expanding system capacity, the division has generated vast paperwork, that not only includes the documents physically within the division but the documents stored on CDs and in the county’s warehouse. Consequently, document storage space is becoming scarce. In addition, just the Traffic Services Division generates approximately 199,032 documents per year.

Time that could be used to handle critical business functions is spent organizing these documents in preparation for filing. The preparation process and the actual filing of these documents manually is very tedious and mistake-ridden. As a result, the division has had to contend with lost, misfiled, and misplaced documents. Valuable staff time is wasted searching or recreating documents.

Further problems are:

Bottlenecks in manual workflow processes
Inability to provide shared access to documents within County Center and from remote locations
Lengthy review and approval processes
Amount of time it takes to retrieve historical documents
Time and space requirements using paper storage methods

These problems compelled Public Works staff to seek a remedy; a process that led to the creation of the Strategic Automation Plan project.

Solution

DocuVantage implements a Web based document and workflow management system that provides the ability to capture and recognize documents and information from any location. Electronic signature capabilities streamline and enable faster processing time for documents moving through the automated approval workflows. Multi-level security allows varied levels of access and use from anywhere; workgroup permissions can be controlled system wide. The ability to manage documents to the record level for archival and legal requirements.

Benefits

These benefits will enable the division to pay for the system during its projected lifetime:

Do more work with existing staff
Eliminate planned or potential staff increases
Eliminate need for filing equipment and supplies
Drastically reduce the need for photocopies because multiple users can reference documents simultaneously on the computer system.
Eliminate the cost of storing inactive records

The division will not only benefit quantitatively but they will also benefit qualitatively. For instance, because document imaging involves taking hard copy originals and scanning them to produce electronic images, once documents have been scanned they can be indexed using multiple indexing schemes, which facilitates fast and easy retrieval of documents. Thus, several days of tracking down information for customers and accessing documents remotely will be cut down to minutes. Also, tracking features available through the DMS will enable the division to maintain control over their documents, facilitating retrieval of complete and timely data. Further, Public Works’ manual workflow processes will be automated, moving electronic documents quickly and efficiently along assigned routing paths.

The major advantages to Public Works will be a significant reduction in the time it takes to process client documents, improved workflow, and the added benefit that all documents would be maintained in a central location and secured against unwarranted access or use.

Posted by DocuVantage on May 19, 2007 01:30 PM

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