Why we NEED document imagingWhy we NEED document imagingState of Alaska dept. of Health and Social ServicesState of Alaska dept. of Health and Social Services

Our ProblemsOur Problems

• Paperwork is our core business• Documents use up a lot of space• Document retrieval takes a lot of time:

– Documents strewn across offices

– Legal discoveries highly onerous

• Documents become inaccessible for multiple reasons• Loss of audit integrity, violation of HIPAA• The mere transport of documents from one section to

another increases processing delays

Poor customer service!!Expensive retrieval and storage!

Poor customer service!!Expensive retrieval and storage!

We need a standardizedand centralized system…

We need a standardizedand centralized system…

TO SAVE MONEY

• After transition period, save on space costs

• Save on personnel costs to retrieve needed documents

• Share the overall cost among all sections by design

• Save large amounts of time currently wasted in retrieving, circulating and replacing or copying documents.

• Avoid fines due to HIPAA violations and other penalties

TO SAVE TIME

• Retrieve all needed documents without leaving your desk

• Circulate documents at the speed of electrons

• Standardize document flow to reduce guesswork

• Improve efficiency on all fronts

TO PROVIDE BETTER CUSTOMER SERVICE

• Get documents wherever they are• Track all documents according to legal

requirements• Turn around public requests in record

time• Comply with HIPAA more predictably• Allow or prevent access based on

auditable rules – reduce errors and losses

A sample system…A sample system…

We need you to…We need you to…

• Clarify the vision for EDM• Provide direction and stimulate buy-in• Validate requirements • Authorize funding and support

We will:• Coordinate resources• Manage the project• Deliver the solution department-wide• Train staff

The benefits overlap…The benefits overlap…

SaveTIME

Save MONEY

Better Customer SERVICE

Legal discoveries X X

Record keeping X X X

Information sharing X

Space saving X

Request processing X X

Standardization X X X

Fast document retrieval

X X

Location access X X

File security X X

HIPAA X X

After deployment and transition…

After deployment and transition…

• No more unnecessary delays• No more losing documents• Faster response to requests• Complete sharing of information• Better security• Better enforcement of rules & procedures• Enhanced accountability and compliance

and reduce costs at the same time!

and reduce costs at the same time!

Modernize customer service

Modernize customer service

THE ENDTHE ENDOf paperwork as we know it…