Document Imaging System

Report
Presented by
Wayne Pollard
Tremendous Value If Carefully
Planned and Executed
ADVANTAGES:
 Increased access to documents
 Fewer lost documents
 Ability to review a file when
it is not physically present
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Great for Audits
Physical security of mail/files
Save on office space
(1 Filing Cabinet = 600 MB
of disk space)
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Historically, HUD had not provided guidance.
Recently, Nicole Faison, HUD's Director of Public Housing
Programs, issued new guidance encouraging the use of
electronic files:
"It is the position of HUD Headquarters that the PHA’s
record keeping obligations are outlined in its Annual
Contributions Contract (ACC) and various HUD regulations,
which do not prohibit the electronic retention of
documents. We are not aware of any HUD statutes or
regulations that specify the format in which documents are
retained. In short, PHA’s may maintain electronic
records/files.
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It should be noted that the Office of
Management and Budget (OMB) encourages
Federal agencies and its business partner to
maintain electronic files versus paper files. With
the publishing of the Refinement of Income
and Rent Rule, OMB encouraged HUD to
include the language that electronic retention
of the form HUD-50058 fulfills the record
retention requirement."
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How efficient is our Workflow?
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Do you have issues with staff filing documents
timely?
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How much do you spend on Paper, Postage, Etc.?
Are you having Storage Issues?
Are you spending a lot of time Searching for Case
Files?
What is your staff comfort level with technology?
Traditional Files:
Electronic Files:
• Shop Around
•Talk with other PHA’s who have progressed to the
paperless society
• Look at demos
•Have the vendor come to your PHA for a
presentation
•Look at Current Cost vs. Future Cost
•Appoint a Committee to look at our current workflow
and see how a paperless system would enhance our
daily performance
COST OF EMPLOYEE
COST OF SCANNING
SYSTEM
Position
Salary/Benefits
Equipment/Software
Clerk
$35K
Imaging Software
Counselor
$52k
Inspector
$48K
Cost
Heavy Duty Scanner
$6,500
Medium Duty Scanner
$3,500
Light Duty Scanner
$700.00
SCANNERS
•Production style scanner that can handle 40-50
pages per minute
•Duplexing recommended
•If multiple offices – each office will need a scanner
DISK SPACE
•1 filing cabinet = 600 MB of disk space
•Cabinets * 600 * 2 (backup) = disk space required
MONITORS
•Dual monitors for Housing Counselors allow easy
viewing of documents and data entry screens at
same time
DECIDE IF YOU ARE GOING TO
BACK FILE
Identify which documents will be converted
and which will not.
RETENTION REQUIREMENTS
Look into HUD regulatory requirements for
retaining records, they vary by program.
CONSIDERATION
•Scan the entire contents of all active tenant
files.
•Leave inactive files until they can be safely
destroyed.
• Look into outsourcing options for scanning
of old files.
IN-HOUSE vs. OUT SOURCED BACK FILE
CONVERSION
One-time process: Outsourcing might be better
option
OUT SOURCING CONSIDERATIONS:
•Type of equipment and technical experience
•Project turnaround time
•Security
•Quality control procedures
•Cost
•Access to files (if needed)
•File names and indexing
•Loose Mail
•New Admission Files
•Interims
•Annual Re-Certification
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KEEP STAFF INVOLVED IN THE PROCESS
LET STAFF VENT THEIR CONCERNS
LET STAFF KNOW IT’S OK TO LET GO OF
THE PAPER.
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Mobile Inspection
IPAD
 Increased Daily
Inspection
 Take photos
upload to the
software
 Email inspect
results to owner
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Efax/Email/Web
Sites
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We require owners
to obtain email
address
Send notifications to
owner via email
Request to send
information to our
office via EFAX

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