Office of North Carolina Families Accessing Services through Technology


DOCUMENT MANAGEMENT

Because of the considerable interest from counties, DHHS leadership placed document management within the scope of NC FAST. The document management functionality is an imaging and management set of tools integrated with the NC FAST System, and intended to work with existing county document management solutions.

Document Management provides county staff with methods and processes to facilitate the storage and retrieval of, and simplify access to, case evidence documents. Evidence includes scans of driver licenses, birth certificates and court documents as well as Word documents.

The NC FAST Document Management FAQ can be downloaded and printed.

Status

Document Management will be implemented in 2 phases. Phase 1 was completed in October 2013, with the Project 2&6 rollout for all case types within NC FAST. Phase 2 is planned for 4th quarter 2013.

Document Management Objectives

  • Cost Savings on Accommodation: Electronic documents are less expensive to store than large volumes of paper documents, especially in normal office accommodation. Switching to images releases all that space and saves money.
  • Cost Savings on Staff Time: Searching for documents, copying, distributing and re-filing, accumulates in huge quantities of staff time. Electronic images are available at the click of a mouse, and never need to be re-filed after use. Anyone who needs to see them can do so, without the need for time-consuming photocopying, etc.
  • Risk Reduction: Electronic documents are far easier to back-up, so there is no risk of total loss, and far less downtime in the event of a disaster.
  • Compliance: It is vital to maintain high standards of record-keeping and meet the huge range of legislative and regulatory requirements. Electronic document management can be a significant help in achieving compliance, and avoiding the severe penalties that can result.
  • Web Services: A web services layer will allow for integration with existing agency applications.
  • Economy of Scale: Lowered long-term cost for the state and individual counties will be achieved by capturing significant economies of scale using a Software-as-a Service (SaaS) business technology model.

Guidelines

Guidelines have been established to make the actions of agencies/divisions more cohesive and predictable. The County Guidelines provide information for counties; however, county agencies need to emphasize the importance of information processing and security throughout their organizations. County agencies can develop additional county specific policies, and ongoing training of staff/personnel surrounding information processing, dissemination and security, that best supports their county dynamics.


Sources for Document Capture or Scanning

  • Centralized high-speed scanners
  • Distributed desktop scanners
  • Multi-Function Peripheral (MFP) devices
  • Network directories

Ways Files are Made Available for Attachment (outside NC FAST)

  • Scanning or imaging (for paper files) produces a picture image that can be stored on a computer.
  • Importing (for archiving electronic documents such as spreadsheets, faxes, and audio/video) brings electronic files, such as Microsoft Office documents, graphics, faxes, and audio /video files into the document management system.
  • Converting (creating unalterable images of electronic documents) is the process of transforming electronic files into a permanent, picture image format for storage within a document management system.

Phase 2 County Sync

The County Sync part of Document Management is planned for the 4th quarter 2013, and guidelines will be published by the end of December 2013. The County Sync process is an extension of the NC FAST System, facilitating the automated upload to NC FAST of new documents that have been scanned into any local county document management system.

County Sync is limited to new documents associated with an existing or new participant or case. The process is intended to take new documents originally scanned into the local county system, and not intended to be an alternate method for attaching documents to NC FAST by counties with no system in place.


Last updated - November 22, 2013