Re: Paperless Systems
From: Tadas Dabsys
Date: 06 Dec 2000
Time: 13:17:31
Remote Name: 206.28.59.131


Comments
This past fall at the Annual Conference for NASCLA - National Association of State Contractors Licensing Agencies - there was a presentation covering these topics. Jim Dyson from DyComp, Inc. was the main presenter. Mark Selph from the North Carolina Contractors Board went through the transition and could also help with some feedback (919-571-4183).

There was another jurisdiction that also went through the process, but I can't find my notes on it. Perhaps contacting Steve Schmidt, Executive Director at NASCLA, would be beneficial. www.nascla.org

Re: Paperless Systems
From: William Hatherill
Date: 06 Dec 2000
Time: 13:23:56
Remote Name: 206.28.59.131


Comments
The Federation of state Boards of Physical Therapy (FSBPT) has developed a paperless process to report PT score transfers and is currently piloting paperless new score reporting, including photographs, with multiple states. We are also in the final stages of developing our examination application processing as a web based system that will allow candidates for the examination to apply on line and monitor their application process on line. These systems are also intended to allow candidates to pay on line. We are also preparing to launch an exam study guide as a web based system after the first of the year. If this is of any interest, then I can have someone within our organization provide more detail.

William Hatherill whatherill@fsbpt.org

Re: Paperless Systems
From: Yarnell Beatty - Director, Health Related Boards
Date: 06 Dec 2000
Time: 13:39:47
Remote Name: 170.142.149.71


Comments
The Tennessee Division of Health Related Boards is in the process of imaging all of its 150,000+ licensure files. Since we are only 3-4% into it, it is difficult to tell if it will benefit us. One downside is that imaging does not reproduce some photographs or old documents well. Also, hi-lighter marks make the hi-lighted type fail to reproduce the image. Mary Rader is the manager of the imaging project for our division. She can be reached at 1-888-310-4630, extension 33242.

Re: Paperless Systems
From: Llyn A. Lloyd
Date: 06 Dec 2000
Time: 15:29:57
Remote Name: 206.28.59.131


Comments
(At the Arizona State Board of Pharmacy), we use an in-house read/write CD optical scanner to save license applications, license renewal documents, facility inspection reports and consumer complaints. We have a 'CD jukebox' that holds 180 plus disks where our electronic files reside and can be searched for info. For further information on our system please contact Ms. Johnnie Teutschman, Office Manager @ 623/463-2727x127

From: Lisa Hahn
Date: 06 Dec 2000
Time: 15:40:04
Remote Name: 206.28.59.131


Comments
I don't have a lot of information regarding this but we (Virginia DCJS Private Security)are currently in the process of purchasing an imaging and scanning system. We were further ahead but had some difficulty in the RFP process and therefore we are starting over by resubmitting an RFP.

Even though the system will not eliminate data input it will greatly reduce data input. It also depends on the quality of the system as to the accuracy rate for conversion. We anticipate having the system by the spring of 2001.

Re: Paperless Systems
From: Randy Singer
Date: 06 Dec 2000
Time: 16:32:30
Remote Name: 206.28.59.131


Comments
while we have nothing to add to this discussion at this time....we have just completed revamping our data base and will be moving to optical imaging shortly one thing we did earlier as a precautionary note...was to seek legislation to allow us to submit and treat an optical imaged document the same as an original in any court proceeding.......before we began to destroy the paper.....just a thought

Re: Paperless Systems
From: Robert Rosenfeld, NCARB
Date: 07 Dec 2000
Time: 11:52:57
Remote Name: 209.70.176.200


Comments
The National Council of Architectural Registration implemented an image-based recordkeeping system in 1994. All documents are submitted in paper for and scanned into our Customer Information System (along with data entry). Staff can review all record information from their terminals. We're currently in the process of significantly upgrading our system. Among other things, this will allow applicants to submit their applications and related documents electronically through our website. The data and document images will automatically migrate into our system, thereby eliminating most scanning and data entry functions. People desiring more information may contact me directly at 202/879-0501.

Edited by author 11-01-2001 06:55 AM
Re: Paperless Systems
From: Colorado Board of Nursing
Date: 08 Dec 2000
Time: 08:38:22
Remote Name: 192.136.70.46


Comments
From: Takeda, Ruth - CO BON Subject: RE: Paperless Systems - A Question

The paperless concept is a misnomer. I've found that we end up going to our electronic storage to print out hard copies.

Advantages: space is saved and searches can be done quickly in a huge database.

Disadvantages: technology systems change and upgrades [i.e., Allbase to Libertynet] are difficult and we often do paper printouts of the electronic information.

From: Pat Uris, CO BON

Re: Paperless Systems
From: Mark Speicher (mark@medspectrum.com)
Date: 09 Dec 2000
Time: 14:26:28
Remote Name: 216.67.96.198


Comments
We provide paperless workflow systems for hospital credentialing offices, but have not done so to any state agencies. Our system is described in a white paper you can view in Adobe Reader here: http://www.medspectrum.com/Medspecwhitepaper.pdf and you can view more information and demos here: http://www.medspectrum.com/test/demos.htm and click on "e-forms for the medical staff". If you'd like more information, e-mail me at mark@medspectrum.com, or call me at (602) 942-9530.

Re: Paperless Systems
From: Richard Scott
Date: 10 Dec 2000
Time: 22:49:26
Remote Name: 216.77.242.62


Comments
The concept of a paperless systems is a good one. However many of the document imaging system that we see are typically flawed in execution, because the imaging system is not tightly linked to the business application system. Not being tightly coupled causes additional time in accessing the information. It also causes redundancy of data entry, where information related to the image needs to be entered into both a data system and the imaging system.

There are a number of imaging systems that have included workflow automation with them, but they are still separate from the organization's main business system. The flaw with this is the workflow system is trying to press an application or enforcement action to closure where the item it is pressing to closure exists in another system, thus causing additional operator efforts and not optimal workflow or organization performance.

The systems that we have seen to work the best are where the imaging component and workflow system is totally integrated with a enterprise data system that encompasses both licensing and enforcement. The Medical Board of North Carolina has such a system. They use the imaging component of the system for both licensing and enforcement. They are also using it to present Doctors public files to the Internet, to produce CDs for their board, and using OCR recognition of scanned renewal forms to eliminate manual data input. You can see their public file imaging at http://www.ncmedboard.org/database/search.asp , look up Dr. Joel Gregg Puleo and you will see his public files as images. Please note: that their internal imaging interface has a much nicer operator interface than the Internet images.

Main Point: A imaging system that is totally integrated with an enterprise level data system will give you much better organizational performance that a standalone imaging system, or an imaging system that has been added on to an data system with an external component.

I hope that this helps.

Richard Scott CAVU Corporation richards@cavucorp.com

Paperless Systems
From: Dawn Waters, VA Dept of Prof & Occ Reg
Date: 11 Dec 2000
Time: 07:52:35
Remote Name: 165.176.13.11


Comments
Since 1995, the Virginia Department of Professional and Occupational Regulation has utilized an optical imaging system for long term storage and retrieval of all license, certification and registration applications. While the initial system utilized a single scan/retrieval console (with one optical drive), the Department's system has now evolved to an imaging network that supports two scan stations and three retrieval stations. Images are stored on a dual-drive 32-platter (5.2GB) jukebox. The Department is currently exploring electronic application processing with final migration to optical storage at the time of licensure. This alternative will minimize the time required to manually scan (convert) all license documents. The advantage of using an imaging system is the low-cost storage and timely retrieval associated with these systems. For more information, contact Dawn Waters, Policy & Planning Manager, waters@dpor.stat.va.us or (804) 367-8583.

Paperless Systems
From: Louisiana Brd of Examiners for Speech-lang Path & Audiology
Date: 11 Dec 2000
Time: 12:27:01
Remote Name: 209.124.192.162


Comments
We use the Canofile 510 from Canon to scan all documents that are not current and can retrieve them in very short time. The system can be linked so each person can scan from their own setup but at this time in our office we access lapsed or outdated records from the Canofile setup at a central location. It is a timeconcuming operation to unstaple, organize and prepare the documents, however, the scanning itself is fairly easy. We have found it very valuable in removing boxes of paper kept in storage. Judy Graha, Admin. Asst.

Re: Paperless Systems
From: James Whitman
Date: 12 Dec 2000
Time: 13:17:41
Remote Name: 206.28.59.131


Comments
There are compelling cost savings to be gained from the use of electronic document imaging and management if an appropriate system is chosen. Costs vary greatly depending a range of factors including the size of the backfile of paper or microfiche, the volume of incoming documents, your current IT infrastructure, and how the electronic documents will be utilized. The requirements analysis is therefore critical in the choice of an appropriately sized system.

I have provided some information below that provides a high level overview of the steps that go into converting documents for a paperless system and would be happy to chat more to offer our assistance.

James Whitman SAIC Electronic Document Management Team 703-676-8978 whitmanj@saic.com

Document capture is a process that converts paper into digital images and then stores the resulting files in an imaging system for later retrieval. In general, document capture subsystems are fairly inexpensive to purchase (consisting of little more than scanners and PCs) but extremely expensive to operate, frequently accounting for as much as 80% of the total ongoing labor cost of an imaging system.

In document capture, savings are measured in seconds, multiplied by thousands of documents. How much can one second save? Consider:

· A clerical worker who is paid $10 per hour costs .28¢ per second. · If you cut one second off the time of processing one document, and you handle 10,000 documents per day, that one second can save you $28 per day. · At 5 days a week, 52 weeks per year, this amounts to $7,280 per year. Of course, cost is only part of the story. In production imaging environments, the flow of paper is critical to the business and the capture process must ensure several things: · Every page, without exception, must be successfully scanned. · Because the scanned images are business records, they must be 100% accurate and readable. · Every document must be accurately indexed for later retrieval. · The images and indexes must be handed off to long-term storage in away that absolutely ensures that documents and data are never lost. The consequences of failing at any of these steps can be quite large,involving both business losses and legal consequences. Guaranteeing the integrity of the capture process, while at the same time reducing its cost, is the goal of document capture software.

Understanding the Elements of Production Document Capture Document capture encompasses a complex flow of processes that includes scanning but extends much further. In general, production capture includes six operations, namely, batch preparation, scanning, OCR and image cleanup, indexing, QA and rescanning, and release.

Batch Preparation Batch preparation is an important first step in assuring a well-functioning document capture process. Key manual tasks include inspecting and separating documents, grouping documents into like categories, and designating the beginning and end of documents and batches.

Scanning Scanning refers to the actual transformation of paper documents into digital images. Alternatively, existing image files can be imported into the system. Effective scanning requires precise control over a wide variety of scanners and scanner settings, including resolution, contrast, simplex or duplex operation, advanced thresholding options, etc. In addition, scanning usually allows for in-line extraction of bar code information for purposes of indexing the documents for later retrieval.

OCR and Image Cleanup Optical character recognition is frequently used in production capture systems to extract information about a document directly from the document itself. There are two forms of OCR: zoned and full-page. Zoned OCR is typically used on forms, where only specific fields on the form are of interest. Full-page OCR is used on free-form documents, such as legal briefs, to read the entire document and then prepare a searchable, full-text index of the document. Image cleanup is a broad term that includes various methods for cleaning up scanned images to make them more readable. Techniques include: · Deskewing, despeckling, deshading, streak removal, and other basic cleanup functions · Line removal and character reconstruction for use on forms · Edge enhancement, which sharpens character edges to increase OCR accuracy

Indexing Indexing consists of creating meaningful descriptive information for each scanned document and then writing this information into a database that will be used to retrieve the images later. In most cases, the index information is entered by a keyboard operator based on information on the image itself, an operation known as "key from image." In some cases, however, the index information is extracted automatically from the images via a recognition process -- typically optical character recognition or bar code recognition. Some indexing information may also be assigned automatically to all images included in a particular batch.

QA and Rescanning Quality assurance entails systematic reviews and checks to ensure that the scanned images are readable and the indexes are accurate. It includes methods for flagging bad images and explaining why or how images should be rescanned, as well as correcting errors or shortcomings in indexing. The QA step can be performed either by a QA operator or by an index operator.

Release Release is the final stage of the capture process, and consists of handing off batches of in-process images and index information to users of the document imaging system. Typically, this is when the document images are written to optical disk or other long-term storage, and the associated index information is merged with the document database of the larger system. In addition, the release of a document might trigger a workflow process, initiate the foldering and filing of documents, etc.

British Government and e-services
From: pb
Date: 24 Jan 2001
Time: 14:23:32
Remote Name: 206.28.59.131


Comments
The British government has released a report on available government services online. Visit http://www.e-envoy.gov.uk/online_now.htm.

Re: Paperless Systems
From: Eileen Nenoff
Date: 14 Dec 2000
Time: 14:44:25
Remote Name: 206.28.59.131


Comments
The Imaging System that the Colorado Department of Regulatory Agencies uses is LibertyNet and LibertyWeb.

The paperwork is received by our agencies, prepared and shipped to Central Services' Imaging Unit. They scan the documents into TIFF image files and onto CDs with accompanying index values in a standard ASCII text file. We receive the CDs and load them into our Imaging server. At that time the images and index values are converted to .COD files, the native file type for Liberty. Our agencies then have access to their images via their workstations (through our network), and our customers have Web access to those documents that we have made available on the Web through the Internet.

The strength of a paperless system such as we use is its ability to allow quick searches and retrievals across large volumes of documents. It would take a person a long time to physically perform such a search. The weakness of all Imaging systems is that the indexing must be precise to allow for document retrieval.

There is a lot of good information about imaging on the LibertyIMS Web site at: http://www.libertyims.com/.

Paperless Systems
From: Joyce A. Bonick, Kentucky Board of Nursing
Date: 18 Dec 2000
Time: 11:28:16
Remote Name: 205.204.186.162


Comments
Our 'paperless' license renewal system worked quite well this year. We used two different software programs to accomplish our goal: one for the optical character recognition (OCR) and the other for work-flow/document management. Without a great deal of pre-planning, this system would never have worked as efficiently as it did. We licensed approximately 40,000 nurses without having to do data entry, except for the initial verification of data the OCR engine read as questionable. Our vendor was KeyMark, LLC, and they were exceptional to work with. Our archiving of documents will be done by burning the data onto CD's, minimizing storage space and cost. If I can answer any questions, please contact me at 1-800-305-2042, extension 277.