| EDMS
supports Support Finance |
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Less paperwork, less processing, and less delays,
these are some of the benefits of a new office procedure that began on
Feb. 1, which was made possible because of the office’s electronic document
management system (EDMS).
On Feb. 1, all original decrees started to be immediately scanned and
converted into electronic format. This new procedure
now allows instant access to the decree for the Support Finance staff,
who uses the electronic decree to compare with the original order of assignment
to ensure accuracy of information.
Prior to the immediate scanning of these documents, the decrees were physically delivered each day (in the hundreds) by courier
or by hand from other office locations to the Support Finance Unit. The documents were then placed in a pile awaiting the staff
to review them. The review process could take several hours to days, depending on the volume.
When the staff reviewed the hard copy of the decree, they also had to
have the hard copy of the order of assignment to manually compare and verify
accuracy of information. This procedure was time consuming, and required handling
a considerable amount of paper. In addition, once the decrees were reviewed,
these documents were placed in an area until they could be picked up for the
next steps of scanning and filing. This added time to the entire process.
All of those issues are now eliminated through the newly implemented
procedure, which was made possible through the office’s EDMS.
Because of EDMS, the staff can immediately access the electronic decrees from their computer to begin the review process. There
is no need for a courier to deliver hard copies, delays are eliminated, costs
and paperwork are reduced, files and/or documents are less likely to be misplaced,
and the process is streamlined.
The customer benefits because once staff completes its verification process,
they send notification to employers on the court-ordered amount of wages that
need to be deducted from an employee’s paycheck. Those funds are then sent to the
people owed the support. These people receive their support faster, because the office is now able to process the order in a faster manner.
In addition, customers can now also view the electronic order at one of the Customer Service Center ’s
computer terminals and purchase a copy of it. |
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