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Enhancing Document Imaging for Licensure and Enforcement: Insights from Arizona

This conference document by Nancy Swetnam from the Arizona Supreme Court discusses techniques for effective document imaging, specifically focusing on key words and identifiers for retrieval. It highlights the importance of using 25 distinct identifiers, including license number and name for efficient indexing. Key groups for storage, such as general correspondence and applications, are explored. Lessons learned include the need for training staff, maintaining accuracy, and consistent auditing to ensure optimal organization and retrieval of files within Licensure, Enforcement, and Regulation.

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Enhancing Document Imaging for Licensure and Enforcement: Insights from Arizona

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  1. 2007 Annual Conference Document Imaging Nancy Swetnam

  2. ARIZONA EXPERIENCE • Onbase Software • Key Words/Identifiers for Retrieval • 25 Separate Identifiers or Combination • License Number- Unique • License Name – Last Name or Business Council on Licensure, Enforcement and Regulation

  3. KEY GROUPS • Key Groups for Storage • General Correspondence • Initial Application • Renewal Application • Photo • Continuing Education • Specific To Profession- e.g. Bond, Curriculum Council on Licensure, Enforcement and Regulation

  4. LESSONS LEARNED • Identify Key Words & Groups • Train Specific Staff • Ensure All Are On Same Page • Indexing & Organizing Files Takes Time • Audit Accuracy At Regular Intervals Council on Licensure, Enforcement and Regulation

  5. Speaker Contact Information Nancy Swetnam Arizona Supreme Court, Certification & Licensing Division 1501 West Washington, Suite 104 Phoenix, Arizona 85007 602-452-3362 nswetnam@courts.az.gov Council on Licensure, Enforcement and Regulation

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