Greening of IT – The Business Case

May 2009

Presented By:

Information Access Systems &

The Virginia Department of Motor Vehicles

Information Access Systems, Inc.

• Established 1997• Industry experts in all aspects of Business

Automation– Design, Consultation, Training, & Support– Production Imaging– Workflow– Enterprise Content Management– Forms Processing

• “Hyland Gold or Platinum Partner”– 2003, 2004, 2005, 2006, 2007, 2008, 2009

• “Hyland Diamond Support Partner”– 2004, 2005, 2006, 2007, 2008, 2009

Company Profile

Agenda

• The Green IT definition• Information technology initiatives • The Virginia DMV story• Results + ROI• Top 5 ways to be Green with ECM• Question & answer

Green IT - Definition

• Idea that IT organizations can and should implement practices which are good for the environment

• Technology providers and end users should understand the linkage between environmental sustainability & profitability, and use this info for planning

• Green IT brings together technological, social, economical factors to establish itself as a best practice rather than a fad

• Current economic times make Green IT more important than ever…

Green Information Technology Initiatives

• Apply electronic capture, forms processing, & records maintenance resulting in the reduction of paper consumption & storage requirements

• Use electronic signatures to promote reduction in hardcopy generation of files and forms

• Promote digitizing and sharing of documents reducing the need for hardcopy printing and storage

• Automate manual tasks that result in the reduction of resource use, such as paper and electricity

Green Information Technology Initiatives (cont)

• Expand document management, desktop faxing, production scanners, and multi-function copier technology

• Train, educate, and monitor staff about conserving resources and utilizing available technology

• Increase online document access (example public records requests), reducing the need to print paper for customers

• Implement web portal technology, allowing submittal of employment applications and the routing of electronic files

Virginia Department of Motor Vehicles

• Headquarters in Richmond, VA• Operates 77 customer service centers, 2 call centers,

13 weigh stations, and 56 remote locations• Serves customer base of over 12 million drivers and

vehicle owners• For 2008 fiscal year, DMV collected $2.2 billion in

revenue

Mission is to promote security, safety, and service through the administration of motor vehicle and tax related laws

Company Profile

Lets go to Virginia…

Major Challenges• Microfilming process (8-10 million documents

annually)• 2.5 million backlog of documents• Labor intensive indexing and retrieval

– 32 full time / 9 part time employees

• Customer service response challenges• Retention schedules• Ongoing shipping, transportation, and storage costs• Real ID legislation

The Solution

Enterprise Content Management• Evaluation process• Selection of technology partner

– Information Access Systems (IAS)– OnBase by Hyland Software

• May 2005– Implementation of new document imaging system

• Key Goals– Increase productivity, improve customer service, and

stop moving paper documents from place to place

Phase I - The Approach

Phase I• High volume document scanning

– Title and driver license applications, conviction reports, accident reports, judgement abstracts, etc.

• Automated indexing, electronic document storage and user friendly retrieval– Across headquarters and remote locations

• Privacy log, complete access history• Automatically indexes documents using a barcode

or by dual screen indexing

Phase II – Department Expansion

Phase II• Expand conversion of paper files into electronic

images– Initial focus on medical control files, financial

management, purchasing and procurement documents

– Secondary focus on use agreement contracts, driver improvement clinic, online dealer contracts, and HR employee files

 

Phase III – Increase Efficiency

Phase III• Decentralized scanning of all title and driver

license applications directly from a Customer Service Centers.– Application will be scanned & indexed directly into

the document imaging system 

• Decentralized scanning of all title work processed by an online dealer– Staff can focus on audits instead of prepping and

striping documents to be scanned

The Benefits

• Ease of use & modular design for future expansion• Able to process higher-than-anticipated document

volumes without compromising performance• Automates mandated records retention rules• Reduces excessive shipping, faxing, and storage costs• Eliminates expensive microfilming process• Reduction in human error = increases in customer

response times“In the process of going paperless, employees can now respond without leaving their desks…”

Before

• DMV microfilmed 8 -10 million documents annually

• Required 32 full-time & 9 part-time employees

• Backlog of 2.5 million documents waiting to be microfilmed

After

• Eliminated backlog of 2.5 million documents within 9 months  

• Document Imaging Unit now has 19 employees

• 22 employees were reassigned to other work areas

Top 5 Ways to be Green with ECM

• Save money on paper and shipping– Reduce your environmental footprint

• Integrate your field operations– Distributed capture saves courier & shipping costs

• Reduce real estate costs– Less filing cabinets is good

• Improve employee productivity– Collaboration drives workplace flexibility

• Reduce off-site storage costs– Eliminate rental fees and transportation costs

Source AIIM 2009

Questions

Information Access SystemsDavid Godiksen866.342.7462David.Godiksen@iasinc.net

Virginia Dept of Motor VehiclesTheresa Gonyo804.367.1499Theresa.Gonyo@dmv.virginia.gov

Information Access SystemsVince Hanson866.342.7462Vince.Hanson@iasinc.net

Thank you ! ! !