Choctaw Nation simplifies document imaging
Like every government, the Choctaw Nation must manage myriad documents. Recently, the tribe replaced their financial software and stand-along imaging facilities – now they have an integrated solution that makes scanning, indexing, and finding financial information faster and easier.
Inadequate imaging
A few years ago, when the Choctaw Nation implemented new financial software, the vendor promised that the application included document imaging. But when the software was installed, the tribe discovered it didn't meet their needs.
Integration frustration
A separate imaging system was installed, but it still didn't work with the financial application. After data was keyed into the financial system, the documents were sent to a separate department for scanning. Documents were sometimes lost along the way. And, because the documents weren't tied to the financial system, they were often difficult to find later on. People frequently found themselves digging through file cabinets looking for original paper documents, because they couldn't find the electronic copy.
Old system costly and time-consuming
The tribe's stand-alone imaging systems had to be managed and administered seperately – which consumed more time and expense.
JD Edwards + WebDocs = better solution
When the Choctaw Nation decided to replace their financial application and stand-alone imaging systems, Cass Miller, manager of systems and networks, chose JD Edwards for financials and WebDocs for document management.
Streamlined workflow, no more scanning department
An enterprise-license allows an unlimited number of scanners. So far, the tribe has distributed more than 30 scanners to different departments, and eliminated the need for a seperate scanning department. With less handling, fewer documents are lost or misplaced. And they find their way into the system faster.
Integrated, works from within the application
Now, documents are scanned as soon as financial data is keyed into the system. This not only saves time, it also reduces the chance that an image will be lost or incorrectly indexed. The imaged documents are linked to relevant fields in the financial software. Finding imaged documents is easy: the user simply positions the cursor on a key field, such as purchase order number, presses a button, and WebDocs displays the related document in new window.
Easy web access
WebDocs stores document images and other files on Systemi or PC servers. Authorized users use a standard web browser to access the images over the internet from anywhere in the world.
Enterprise-wide document management
The Choctaw Nation is using WebDocs to scan, index, archive, and find all kinds of documents: birth certificates, marriage licenses, historical archives, land titles, administrative forms, and more. "We convert documents from the old system into WebDocs folders without skipping a beat," reported Miller.
"WebDocs is very customizable," says Miller "It allows us to fulfill our document imaging requirements in the way that's right for us. We're very happy with the results."
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