Office of the Public Defender of the 19th Judicial Circuit of Florida

IT, Accounting and HR Document Management Solution Case Study

Challenge:

With limited resources, Public Defenders Offices in Florida are increasingly asked to do more with less.  With the focus of the organization on defending people, the goal is to reduce administrative cost as much as possible. The initial areas of focus for PD 19 were Information Technologies, Human Resources, and Accounting.

Human Resources has a large number of employee files along with volunteer files that must be maintained according to State recordkeeping guidelines.  The files also need to be accessed regularly and having paper records present even greater challenges when you have multiple locations.

Information Technologies biggest challenge was maintaining the information related to all of the IT assets within the organization. 

Solution:

DocuVantage OnDemand for Personnel Files provides a consistent and easy method of storage for all personnel records.  Our hr management software also makes for easier document indexing, allowing records to be secured while still providing access to appropriate people at multiple office locations.  Documents are either scanned or dropped into DocuVantage and indexed according to the standard file plan configured specifically for them.

A repository was also created for the IT Asset records that allow them to find any packing slip, invoice, or release form in seconds. 

Both repositories are linked with BOMS to allow quick access when someone is viewing a record in BOMS, they simply hit a hot-key and the related document is opened in DocuVantage OnDemand.

As a hosted application, DocuVantage OnDemand also provides them with Disaster Recovery capabilities since the electronic records are stored in a secure, off-site data center.

Additional areas being added in the near future:

Accounting Document Management – Invoices, Purchase Orders, Receivers, Payment Authorizations, other related documents.

Case Files – a fast, safe repository for all case related documents.