Going Paperless. An approach for Housing Authorities

Transcription

1 Going Paperless An approach for Housing Authorities

2 Going Paperless Scott Gleason, President Management Computer Service, Inc.

3 Going Paperless An approach for Housing Authorities

4 Going Paperless Why Go Paperless? How Paperless Are You Now? Ways To Go Paperless Implementation Questions Demonstration of Software

5 Why Go Paperless?

6 Why Go Paperless? Save Money Save Time Go Green Security

7 Why Go Paperless? Save Money Reduce Business Costs Paper Printers Copies Ink Toner

8 Why Go Paperless? Save Time Time spent filing Time spent searching for documents Better work flow Real time updates and delivery of documents Central Document Repository

9 Why Go Paperless? Go Green Environmental Impact of Using Paper Cutting down trees that release oxygen Energy used to produce paper Fuel consumption in transportation Source

10 Why Go Paperless? Go Green Facts About Paper Use Paper consumption has tripled since 1960 U.S. paper industry second largest consumer of energy EPA estimates more than 400 million ink and toner cartridges end up in landfills each year Average U.S. office worker print 10,000 pages per year Source

11 Why Go Paperless? Go Green Environmental Impact of 10 Million Pieces of Paper 2,500 trees 56,000 gallons of oil 595,000 kilowatts of energy 450 cubic yards of landfill space Source

12 Why Go Paperless? Security Locked filing cabinets Electronic Content Management (ECM) software Disaster recovery Redundancy

13 How Paperless Are You Now?

14 How Paperless Are You Now? Microsoft Office Documents Forms / PDF Files Shared Network Drives Housing Software Backups

15 How Paperless Are You Now? Read in client program Saved files On network On your pc On host

16 How Paperless Are You Now? Microsoft Office Documents Saved files On network On your pc

17 How Paperless Are You Now? Forms / PDF Files Saved files On network On your pc

18 How Paperless Are You Now? Shared Network Drives Provide for shared network storage Folders for individual users Shared folders Network security

19 How Paperless Are You Now? Housing Software Historical record of forms Certification forms (50058, 50059, etc) Copies saved in database Letter Writer or Microsoft Word interface Copies saved in database

20 How Paperless Are You Now? Backups Local backup In your office Removable media (hard drive, DVD, tapes) Cloud based Files copied to Internet server Provides geographical redundancy

21 Ways To Go Paperless

22 Ways To Go Paperless Applicants Apply Online Electronic Signatures Electronic Content Management Software Housing Software

23 Ways To Go Paperless Applicants Apply Online Add an option to your webpage Applicants are added direct into housing software May need to work with your software vendor Eliminates paper application form

24 Ways To Go Paperless Electronic Signatures Signature Pad or Tablet Use to collect an electronic signature Signature pad similar to credit card POS device Tablet device like an ipad or Android tablet

25 Ways To Go Paperless Electronic Signatures Adobe Acrobat Use to electronically sign PDF files Place anywhere on PDF form

26 Ways To Go Paperless Electronic Signatures Housing Software Use to electronically sign files Recertification forms Store signature as part of recertification or application Letter writer tool Check signer

27 Ways To Go Paperless Electronic Content Management (ECM) Software Software to store and organize electronic files Premise Based vs Cloud Based Stand Alone Integration with existing housing software

28 Ways To Go Paperless Electronic Content Management (ECM) Software Premise Based Files are stored locally Must provide necessary storage Central document repository Backup

29 Ways To Go Paperless Electronic Content Management (ECM) Software Cloud Based Files are uploaded to Internet based servers Pay for as much storage as required Central document repository Backup is provided Provides geographical redundancy

30 Ways To Go Paperless Existing Housing Software Included with current software Add-on Provided by existing vendor or third party Integration Cost

31 Ways To Go Paperless Existing Housing Software Premise Based Files are stored locally Must provide necessary storage Backup

32 Ways To Go Paperless Existing Housing Software Cloud Based Files are uploaded to Internet based servers Pay for as much storage as required Backup is provided Provides geographical redundancy

33 Implementation

34 Implementation Type Of Documents To Store / Scan Where To Start Scanners

35 Implementation Type Of Documents To Store / Scan Applicant data Application forms Citizenship documents Income / Asset / Expense forms Correspondence

36 Implementation Type Of Documents To Store / Scan Tenant data Recertification forms Citizenship documents Income / Asset / Expense forms Correspondence Pictures

37 Implementation Type Of Documents To Store / Scan Landlord data Tax Forms Direct Deposit information Payments / Checks Correspondence Pictures

38 Implementation Type Of Documents To Store / Scan Inspection data Inspection forms Pictures Correspondence

39 Implementation Type Of Documents To Store / Scan Word Order data Pictures Correspondence Tenant bills Contractor information

40 Implementation Type Of Documents To Store / Scan Vendor data Tax Forms Invoices Payments / Checks Correspondence

41 Implementation Type Of Documents To Store / Scan Housing Authority data Audio recordings of board meetings Correspondence

42 Implementation Where To Start All forms / files including historical information Scan all forms / files Concerted effort to scan all information Scan all forms / files of active information

43 Implementation Where To Start Start at a certain date As of a certain date all forms will be scanned Prior to start date information is in paper file Over time more and more information is electronic

44 Implementation Where To Start Do over a period of time As of a certain time all that month activity is scanned Over the course of one year all information is scanned

45 Implementation Scanners Individual scanners for each user Shared network scanner Network copy machine Sheet feeder

46 Questions

47 Demonstration Of Software

48 Demonstration Of Software PHA-Web Document Imaging Manager