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P roblem
This state agency is required to
keep records relating to the payment of invoices from vendors who have
supplied product and/or services that have been ordered by the agency.
The agency purchased a single user document imaging system a number of years
ago to scan the paperwork it was required to keep rather than file it in
file folders and filing cabinets.
 At
that time, only “proprietary” imaging systems were available.
Proprietary systems generally require users to pay annual software licensing
fees and, if the system is networked, annual seat and/or concurrent user
license fees. In addition, proprietary systems users can find
themselves subject to mandatory version upgrades for which there is usually
an additional charge. “Proprietary” systems can be
complicated and difficult to learn, use and support.
Agency personnel were manually
key-stroking the indexing information for each file, including the statewide
voucher number and the agency voucher number. They needed a networked
imaging solution so that workstations on the network could retrieve the
electronic image files. Considering the costs and other issues
associated with upgrading a single user system to a networked system, OSC
was asked to provide a solution. |
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Solution
Plain paper was being used
rather than preprinted forms to provide the computer generated voucher form
that is part of every file, so OSC recommended that they place a “patch
code” target and barcodes on the voucher form when the voucher form printed.
The three barcodes represent the statewide voucher number, the agency
voucher number and the voucher date. Both forms are shown on the next
page.
As a consequence of this
simple change and with the installation of our digital
document imaging system, personnel no longer have to keystroke the indexing
information, do not have to scan one file at a time, do not have to insert
separator sheets, do not have to pay annual software licensing fees or
annual seat license and/or concurrent user license fees.
The entire process was
streamlined, is easier to use and, with auto-indexing, provides greater
accuracy and processing speed while providing cost savings in personnel and
recurring fees.
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