Alabama’s ViSION: Imaging Solution for Issuing Certified Copies and Workflow Processing

1. Alabama’s ViSION:Imaging Solution for Issuing Certified Copies and Workflow Processing Cathy Molchan Director, Quality Assurance and Registration Alabama Center for Health Statistics P O Box 5618 Montgomery, Al 36103-5618 334.206.2714 cmolchan@adph.state.al.us

2. ViSIONVital Statistics Image Oriented Network • Purpose of ViSION • Issue any Alabama Vital Record in any of the 67 county health departments • Process all workflow at state office

3. The Beginning of a ViSION… • 1993 – Keying Began • Birth; re-keyed all indexes back to 1908 • Death, Marriage, and Divorce; loaded previously keyed files back to 1960 • 1994 – Imaging Began • Birth; imaged 1930 forward • Death, Marriage, and Divorce; imaged 1990 forward • Imaged 7 million records by June 1996

4. ViSION at the State Office… • All Incoming Vital Records keyed and scanned into the System • All Copies Issued via ViSION • Old Records not yet scanned into the system are added as they are requested • Records are also added when clerks have “down time” • All Amendments, Delayed Births, etc. created via ViSION • Complete History of Record Maintained in the System

5. ViSION at the State Office… • All Incoming Vital Records put into the System • 99% of all births filed using EBC • Data Entry performed on remaining births, all deaths, marriages, and divorces • Records are then imaged and stored in the System

6. ViSION at the State Office… • Getting the Requests In • All incoming mail is keyed and entered into the System and all documents associated with the request are scanned into System • Each request is assigned a unique “Control Number” by the System

7. ViSION at the State Office… • Workflow • Based on type of request, the System routes it to the appropriate work area • Requests for Copies go to Searchers • Requests for Amendments and Corrections go to Special Services Division • Upon completion of the request, copies are issued by the System

8. ViSION at the State Office… • Tracking Copies Sent • Mail Room – All Copies and receipt letters print in the Mail Room • The “Control Number” is printed on the receipt and all copies issued • Copies are reviewed and State Seal is applied • Using the “Control Number”, copies are marked as mailed in the System

9. ViSION at the State Office… • All Amendments, Delayed Births, etc. created via ViSION • In order to initiate a change or correction to a record or create a new record, there must be a request in the System • Clerk uses the “Control Number” to initiate the new record • Once the new record is created, it is imaged in the system replacing the previous image • Copies of the new image are then issued • All evidence used to change the record is scanned into the system • “Sealed” evidence is scanned also, but can only be accessed by supervisory staff

10. ViSION at the State Office… • Complete History of Record is Maintained • System maintains a “history” of the record; when it is added, imaged, printed, viewed, certified copies printed, working copies printed etc. • System identifies who performed the above transactions • All documents associated with a particular request are maintained in System • Employees can print “Working Copies” for office use • Audit trail is established

11. ViSION in the County Health Departments… • October 1995; pilot program in two Counties • January 1996; began adding 2-3 counties per week • June 21, 1996; all 67 county health departments up and running

12. ViSION in the County Health Departments… • Vital Records Issued in all 67 county health departments • All birth, death, marriage, and divorce records at the state office are available in all county health departments • Application completed by customer is transmitted via WAN to state office using a dedicated printer/scanner at the county health department

13. ViSION in the County Health Departments… • Image of application automatically appears on searcher’s screen at the state office • If record is located, searcher presses “print” and the system automatically transmits the requested number of copies to the printer/scanner that the request was sent in on

14. ViSION in the County Health Departments… • Copies print on safety paper loaded in county printer/scanner • Copy has State Header and certification statement and signature of State Registrar

15. ViSION in the County Health Departments… • County registrar reviews certificate(s) received • If okay, registrar places raised seal on record and issues to customer • Most requests are filled in 15 minutes or less

16. Information for “Techies” • Software • OS/400 V4R4 • Visual Info/Image Plus • RPG and COBOL • Development • Everything was developed in-house • Supported in-house • Miscellaneous • Approximately 9 million images (certificates and workflow) available on-line • Print over TCP/IP to LAN attached Lexmark Optra Printers at the state office

17. Information for “Techies” • Main System Hardware • AS400 9406-720 • 1.8gb Memory • 177gb DASD • 2 Direct Attached 3995-C48 Optical Libraries • 1,341gb capacity each library • Each library has 258 5.2gb WORM cartridges • Work Station Hardware • Scanning Station • Scanner, computer, and 21” monitor • Viewing Station • Computer and 21” monitor