Going Paperless with Going Paperless with DocuWare:DocuWare:

Keys to SuccessKeys to Success

Presented by:Presented by:

Linda Nearing,Linda Nearing,Supervising Deputy Supervising Deputy ProsecutorProsecutorTippecanoe County Title IV-Tippecanoe County Title IV-DD Child Support ProgramChild Support Program

OutlineOutline

1. Who we are1. Who we are

2. How we use DocuWare2. How we use DocuWare

3. Keys to our success (so far)3. Keys to our success (so far)

Who We AreWho We Are

Locate parentsLocate parents

Establish ordersEstablish orders Child support Child support Medical coverageMedical coverage

Establish paternityEstablish paternity

Enforce ordersEnforce orders JudicialJudicial AdministrativeAdministrative

Tippecanoe County ProsecutorTippecanoe County ProsecutorTitle IV-D Child Support ProgramTitle IV-D Child Support Program

Who We AreWho We Are

Open cases:Open cases: 5,5005,500 LongevityLongevity 28+ 28+

yearsyears Retain closed casesRetain closed cases 3 years3 years Total pagesTotal pages 1,000,0001,000,000 Filing spaceFiling space 144 sq ft.144 sq ft.

By the NumbersBy the Numbers

How We Use DocuWareHow We Use DocuWare

Reduce paper costReduce paper cost Reclaim spaceReclaim space Increase productivityIncrease productivity

Locate filesLocate files Reorganize workflowReorganize workflow

Objectives

How We Use DocuWareHow We Use DocuWare

Court hearingCourt hearing InvestigationInvestigation Customer serviceCustomer service EnforcementEnforcement Case managementCase management

Functionality

Keys to SuccessKeys to Success

Internal ChampionInternal Champion

Project PlanningProject Planning

Staff AcceptanceStaff Acceptance

Keys to SuccessKeys to Success

Knowledge Knowledge Office operationsOffice operationsTechnologyTechnology

AuthorityAuthority Time / CommitmentTime / Commitment

Internal ChampionIn-house Project CoordinatorIn-house Project Coordinator

Keys to SuccessKeys to Success

DesignDesign File cabinetFile cabinet IndexIndex

ConversionConversion

Project Planning

File Cabinet DesignFile Cabinet Design

1 file = 1 DocuWare document1 file = 1 DocuWare document Documents too bigDocuments too big

1 document = 1 DocuWare 1 document = 1 DocuWare documentdocument Too much indexingToo much indexing

File Cabinet DesignFile Cabinet Design

1 file = 6 sections1 file = 6 sections

1 file section = 1 DocuWare 1 file section = 1 DocuWare documentdocument

1,000,000 pages = 60,000 index 1,000,000 pages = 60,000 index entriesentries

DocuWare “File”DocuWare “File”

IndexIndexDesignDesign

ConversionConversion

New filesNew files ““As needed”As needed” All filesAll files

18 months18 months ““Parallel systems”Parallel systems” Quality controlQuality control

Keys to SuccessKeys to Success

TrainingTraining

Adjustment Adjustment PeriodPeriod

Technical Technical SupportSupport

Physical ComfortPhysical Comfort

Staff Acceptance

Physical ComfortPhysical Comfort

ChairsChairs MonitorsMonitors

Physical ComfortPhysical Comfort

Keyboards & miceKeyboards & mice Enhanced lightingEnhanced lighting FootrestsFootrests

Keys to SuccessKeys to Success

Internal ChampionInternal Champion Project PlanningProject Planning Staff AcceptanceStaff Acceptance

Summary

Thank you!Thank you!Linda NearingLinda NearingSupervising Deputy ProsecutorSupervising Deputy ProsecutorTippecanoe County Title IV-D Tippecanoe County Title IV-D

Child Support ProgramChild Support Program301 Main Street301 Main StreetLafayette, IN 47901Lafayette, IN 47901(765) 423-9308(765) 423-9308lnearing@tippecanoe.in.govlnearing@tippecanoe.in.gov