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Going Paperless with DocuWare: Keys to Success

Going Paperless with DocuWare: Keys to Success. Presented by: Linda Nearing, Supervising Deputy Prosecutor Tippecanoe County Title IV-D Child Support Program. Outline. 1. Who we are 2. How we use DocuWare 3. Keys to our success (so far). Locate parents Establish orders

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Going Paperless with DocuWare: Keys to Success

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  1. Going Paperless with DocuWare:Keys to Success Presented by: Linda Nearing, Supervising Deputy Prosecutor Tippecanoe County Title IV-D Child Support Program

  2. Outline 1. Who we are 2. How we use DocuWare 3. Keys to our success (so far)

  3. Locate parents Establish orders Child support Medical coverage Establish paternity Enforce orders Judicial Administrative Who We Are Tippecanoe County Prosecutor Title IV-D Child Support Program

  4. Who We Are By the Numbers • Open cases: 5,500 • Longevity 28+ years • Retain closed cases 3 years • Total pages 1,000,000 • Filing space 144 sq ft.

  5. How We Use DocuWare Objectives • Reduce paper cost • Reclaim space • Increase productivity • Locate files • Reorganize workflow

  6. How We Use DocuWare Functionality • Court hearing • Investigation • Customer service • Enforcement • Case management

  7. Keys to Success • Internal Champion • Project Planning • Staff Acceptance

  8. Keys to Success Internal Champion In-house Project Coordinator • Knowledge • Office operations • Technology • Authority • Time / Commitment

  9. Design File cabinet Index Conversion Keys to Success Project Planning

  10. File Cabinet Design • 1 file = 1 DocuWare document • Documents too big • 1 document = 1 DocuWare document • Too much indexing

  11. File Cabinet Design • 1 file = 6 sections • 1 file section = 1 DocuWare document • 1,000,000 pages = 60,000 index entries

  12. DocuWare “File”

  13. IndexDesign

  14. Conversion • New files • “As needed” • All files • 18 months • “Parallel systems” • Quality control

  15. Training Adjustment Period Technical Support Physical Comfort Keys to Success Staff Acceptance

  16. Chairs Monitors Physical Comfort

  17. Physical Comfort • Keyboards & mice • Enhanced lighting • Footrests

  18. Keys to Success Summary • Internal Champion • Project Planning • Staff Acceptance

  19. Thank you! Linda Nearing Supervising Deputy Prosecutor Tippecanoe County Title IV-D Child Support Program 301 Main Street Lafayette, IN 47901 (765) 423-9308 lnearing@tippecanoe.in.gov

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