Summary:

Transitioning from a paper-based process to a digital solution can be daunting. Questions about where to start, how to digitize historic records, and how to manage the new system with current staff can often stall a project before it even begins. Initium Softworks specializes in guiding organizations through selecting the right solution digital solution specific to their needs, handling complete implementation—including the conversion of historical records—and providing ongoing maintenance. Our expertise has helped numerous clients, including this public housing agency, successfully navigate this transformation.

Challenge:

A public housing and rental assistance agency, managing over 680 apartments and issuing over 1,880 vouchers (including 41 home ownership vouchers annually), sought to modernize its document management. With a focus on the careful rehabilitation and reuse of historic buildings, the agency wanted to replace its inefficient, paper-based application and document processes with a clear, organized, and easy-to-use digital system. Additionally, they desired a hosted solution to minimize IT administrative overhead.

Solution:

ISW collaborated with the client to develop a detailed document taxonomy, capturing all necessary document types and keywords for efficient archiving and retrieval. Key components of the solution included:

• Hyland OnBase Configuration: ISW configured a custom-designed document taxonomy and detailed folder structure in OnBase, and applied the desired user access and security settings.
• Dynamic Document Management: Documents are dynamically populated into the correct sub-folders based on matching document types and keywords. New applicant folders are automatically created and populated as needed.
• Advanced Search Capabilities: Documents are searchable via direct document retrieval and three custom queries:
  • Retrieve all documents for a specified individual
  • Retrieve application folders based on supplied keywords
  • Retrieve rental assistance folders based on supplied keywords

ISW deployed the Hyland OnBase ECM solution in a hosted environment, featuring:

• Document Imaging: Allows quick scanning and classification of documents into pre-configured scan queues, with required keyword entry during the classification process.
• Custom Queries: Enable quick access to frequently retrieved documents and folders from multiple folder types.
• Auto-Foldering: Automatically creates folder structures in OnBase when documents are imported, using document keyword values to determine if a matching folder already exists.

Outcome:

• Centralized Document Access: Multiple users can simultaneously access documents, eliminating the need for shadow copies of paper files and time-consuming person-to-person searches.
• Improved Efficiency: The solution streamlined document management, reducing manual effort and improving retrieval times.
• Document Retention Policies: The client can now define and execute Document Retention policies, ensuring correct retention and timely purging of documents.

This modern, hosted ECM solution provided the client with an efficient, organized, and user-friendly system for managing their critical documents, reducing administrative overhead and enhancing overall productivity.