The Employ Florida Marketplace Document Management module provides the following capabilities:

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1 Document Management With the Employ Florida Marketplace Document Management module staff users can upload and manage documents easily. The Document Management module also lets job seekers and employers upload documents to their account in a self-service mode. Documents are stored in the Document Management profile, where they can be viewed or removed. System users can upload documents in many native formats including Microsoft Word, Corel WordPerfect, HTML, Adobe PDF, Open Office, Rich Text Format, Tagged Image File Format, etc. These documents can include certificates, credentials, license information, and education documentation. Users can search for documents by one or multiple attributes, including keywords (document tags). All uploaded documents can also be printed. Key documents, such as résumés, employment plans, or program applications, can be printed via links, which will open a printer-friendly view of the document. Document Types The Employ Florida Marketplace Document Management module enables staff to upload different media file types for association with individuals and employers. Staff members also can scan the document directly if a scanner is attached to their workstation. Through the Administration System, qualified administrators can identify the media file types to be uploaded. Currently, the Document Management module allows the majority of standard MS Office file types, sound files, and standard image types to be uploaded and associated with individual case records. Files can be uploaded, viewed, and annotated and/or redacted using an image tool that is included with the Document Management module. This includes the ability to attach documents to case notes and program verifications. Functions are available to index, tag, store, and retrieve digital documents associated with a user record. The module provides the ability to retrieve and view documents by document name, tags, program association, verification item, or type. Linked documents can be attached in context and reviewed within the program forms or by viewing the Verification Summary. Documents are stored securely in the central database. Document Management Functionality The Employ Florida Marketplace Document Management module provides the following capabilities: Attach electronic documents, correspondence, and supporting documents for eligibility or other reviews Group related documents such as claims and supporting documents Attach documents to specific locations in case management workflow Attach documents to a new or existing case record Store multiple versions of documents Attach supporting documents for eligibility or other reviews Geographic Solutions, Inc Document Management and Imaging

2 Share associated documentation with other authorized staff and stakeholders Remotely conduct eligibility and other monitoring reviews With the Document Management module, users can attach an existing online document (such as a Microsoft Word or Adobe Acrobat file) to an individual or employer s account. No separate workstation software is required. Document Workflow In the Employ Florida Marketplace Document Management module, documents are organized, presented, and accessible for data gathering, data editing, and monitoring, through a simple, logical linear flow. The process of document management is directly integrated into the client s existing system s workflows and processes. The staff member does not have to go to another application to manage documents; documents are right at their fingertips. The Employ Florida Marketplace Document Management module provides an integrated set of tools for both inputting and managing documents. The use of these tools can enhance internal employee productivity and improve the services provided to external customers. These tools will result in improved information availability and increased information security. Generally, the reduction in the dependence on paper documents reduces costs and has benefits such as improved business continuity and disaster recovery. Documents can be attached at key specified points or any area where verification/supporting documentation is necessary. This may include applications, participation records, enrollments in activities and services, outcomes, closures, and follow-up activities, etc. Multiple documents can be added directly to the case notes associated with an individual s or employer s case. Thumbnail Images and Other Views Are Available. Geographic Solutions, Inc Document Management and Imaging

3 Staff Profile, Summary Tab, Verification Summary Panel Accessing Documents Authorized staff can view all the documents associated with an individual or employer account in their Staff Profile on the Documents Tab. The documents can be arranged, searched, monitored, and/or identified by the categories and types of acquired documents (e.g., case verifications, case notes). Staff also can use the Documents tab to include and import any documents that were not acquired automatically at other specified points in the case management process. Document Indexing Document Indexing The Employ Florida Marketplace Document Management module enables users to capture metadata tags (indexing) immediately when the document is scanned or linked. The system uses these tags to locate and identify future documents. The system does not limit the number of indexing fields that created user can create. Thumbnail Images and Other Views Are Available. Users also can index information based on the logged-in user's permission settings. Users can set metadata manually through the browser interface or automatically, based upon the integration within the context of the program application. For example, if a staff member enters a WIA/WIOA application the scanned document automatically will be assigned the appropriate application name, application number, and the verification Geographic Solutions, Inc Document Management and Imaging

4 document type. Documents stored for that individual are updated instantly. Each agency can develop its own naming system. Staff can use the additional capabilities that come with Document Management to upload documents at the point they are required for data validation. When document verification includes a document uploaded by staff, an additional level of indexing is applied automatically for the Document Properties associated with the document (e.g., the program Application ID, Verification Item, Verification Type). Tagging Documents in the Document Management Module they want on an individual and group/role basis. As with other Geographic Solutions products, the ability to use the many features and capabilities of the document management solution is based on security privileges. Users can assign the privileges The Employ Florida Marketplace Document Management module features the ability for authorized staff users to upload documents and associate them with an individual or employer account, including attaching documents to case notes and program verifications. Functions also are available to index, tag, store and retrieve digital documents associated with a user record. The module provides the ability for authorized staff to retrieve and view documents by document name, tags, program association, verification item, or type. Staff can attach linked documents in context and review them within the program forms or by viewing the Verification Summary. Employ Florida Marketplace stores documents securely in the central database. Geographic Solutions, Inc Document Management and Imaging

5 Document Imaging The Employ Florida Marketplace Document Imaging module works in conjunction with the Document Management module. The Document Imaging module features the ability to capture, store, index, and tag document images using web-based scanning technology. Users can scan images in real time using a TWAINcompliant local or network scanner. The Document Imaging module allows users to reorder, delete, append, or separate pages on the fly through the browser-based document viewer. The module gives users the ability to manipulate document images with Adding, scanning, and linking documents in Virtual OneStop annotations, redactions, magnifications, drawing, and rotation options on separate layers. Document images are stored securely in the central database. 1. Image Capture The Document Imaging module s image capture system can acquire and store both single and multiple page images. These images can be stored in multiple formats including TIFF, JPEG and PDF. Images are captured and indexed two ways: Bulk Scanning an individual or set of individuals located in a central location are assigned the task of scanning and tagging all the scanned documents required by the application. In Context Scanning takes place within the application, where an individual staff member manually indexes them. If they are managing an individual, the image is Document Imaging Module Acquiring Scanned Documents Geographic Solutions, Inc Document Management and Imaging

6 associated automatically with that individual record. The system allows the bulk scanning and imaging to work in conjunction with desktop scanning and imaging. This provides the user with a simple and straightforward process to access any record in the context of capturing workforce information. The Document Imaging module allows users to reorder, delete, append, or separate pages on the fly through the browser based document viewer. The capture mechanism of the solution also allows for thumbnail and page manipulation. The Document Imaging module permits the user to view multi-page correspondence as one document. For double-sided documents it is required that the scanner supports duplex (dual side) scanning. Each document includes all the page(s) of the specific correspondence type. Users easily can flip through the pages, view each page as a thumbnail, or select the page and thumb nail view. 2. Document Manipulation With the Document Imaging module, authorized users can manipulate and correct the scanned image. The module gives users the ability to manipulate document images with annotations, redactions, magnifications, drawing, and rotation options. These options are available based upon a user s permission set. A user can apply these actions permanently or reversed, as the image manipulation is stored in the database to allow for quick modification and export. An example is a faxed piece of correspondence is received in the system but was faxed upside down. The user can quickly rotate the document to the proper orientation using the web interface. Available image manipulation options include: Image rotation Re-alignment and de skew of the image Removal of speckles Removal of dark areas around the image Removal of hole punching marks Attached PDF Document seen with Employ Florida Marketplace Document Imaging Tool 3. Document Redaction With the Document Imaging module, users can redact information on imaged documents already stored in the repository and during submission. For example, Social Security numbers or other confidential information can be blacked out of any scanned document. Staff members with appropriate permissions have the ability to view redacted information. Geographic Solutions, Inc Document Management and Imaging

7 Document Annotation With the Document Imaging module, authorized users can add annotations to a layer that is separate from the image. Available options include: Text Shapes Post it notes Draft stamp Geographic Solutions, Inc Document Management and Imaging