Social Services Switches to Electronic System to Manage Documents
Residents who use services offered through the County Department of Social Services began benefiting from more efficient case processing and increased security of personal information in 2017. The department launched a new Electronic Document Management System, which is a software program that converts printed documents into electronic formats.
By November 2017, about 16,000 case files managed by County Social Services staff had been converted to an electronic format using this new system. That’s slightly more than half of all case files.
The County Department of Social Services first leveraged this technology in 2016 by using this new system for the department’s Division of Adult Protective Services, the Public Authority, and Participant Services. Currently, County Social Services offices in Atascadero, Paso Robles, Morro Bay, Arroyo Grande, Nipomo and San Luis Obispo are now using the system to capture images of all Public Authority, CalFresh, CalWORKs, Medi-Cal and other Participant Services case files.
The new system consists of three components: document imaging, document storage and a document viewer application. The system’s software identifies and separates over 1,100 forms and documents. The images are kept secured on hard drives that are locked inside of department buildings and can only be accessed by authorized employees who have rights to access them. Authorized County Social Services employees can view the documents on secured department computers.
New benefits to using the new system include:
In preparation for this new system, the County Department of Social Services Information Technology Division team sought input and feedback from department managers, supervisors and line staff. Representatives from all impacted areas helped the team develop a strategic plan to begin using the new system. Committees met prior, during, and following go-live to ensure a smooth transition.
Thanks to this new system, the County Department of Social Services can deliver improved services to the community. County Social Services employees can now respond to public requests more quickly and know that the data they need is permanently and securely stored and backed up. At the same time, members of the public can provide documents to any Social Services office and know that their personal information is securely stored.
The County Department of Social Services is saving money on printed materials such as folders and labels, and saving space previously occupied by filing cabinets. Employees are also no longer required to transport and store large numbers of physical case files. This new system improves business process efficiency, reduces the cost of maintaining and managing case files, and meets the changing needs of the Department and the community served by the County Department of Social Services.
By November 2017, about 16,000 case files managed by County Social Services staff had been converted to an electronic format using this new system. That’s slightly more than half of all case files.
The County Department of Social Services first leveraged this technology in 2016 by using this new system for the department’s Division of Adult Protective Services, the Public Authority, and Participant Services. Currently, County Social Services offices in Atascadero, Paso Robles, Morro Bay, Arroyo Grande, Nipomo and San Luis Obispo are now using the system to capture images of all Public Authority, CalFresh, CalWORKs, Medi-Cal and other Participant Services case files.
The new system consists of three components: document imaging, document storage and a document viewer application. The system’s software identifies and separates over 1,100 forms and documents. The images are kept secured on hard drives that are locked inside of department buildings and can only be accessed by authorized employees who have rights to access them. Authorized County Social Services employees can view the documents on secured department computers.
New benefits to using the new system include:
- The department uses less paper and less storage space
- Staff doesn’t have to manually lift and move physical case files anymore
- Electronic cases and documents cannot be lost
- Electronic files can be viewed from any secure department computer
- No need to purchase as many expensive cabinets
- No need to purchase case labels and case folders
- Confidential documents are blocked from non-authorized employees
In preparation for this new system, the County Department of Social Services Information Technology Division team sought input and feedback from department managers, supervisors and line staff. Representatives from all impacted areas helped the team develop a strategic plan to begin using the new system. Committees met prior, during, and following go-live to ensure a smooth transition.
Thanks to this new system, the County Department of Social Services can deliver improved services to the community. County Social Services employees can now respond to public requests more quickly and know that the data they need is permanently and securely stored and backed up. At the same time, members of the public can provide documents to any Social Services office and know that their personal information is securely stored.
The County Department of Social Services is saving money on printed materials such as folders and labels, and saving space previously occupied by filing cabinets. Employees are also no longer required to transport and store large numbers of physical case files. This new system improves business process efficiency, reduces the cost of maintaining and managing case files, and meets the changing needs of the Department and the community served by the County Department of Social Services.