Utah’s State Board of Education Uses Technology to Streamline Accounts Payable and Human Resource Processes
PR for DoxTek
Salt Lake City, UT (February 5, 2009) Utah-based information management company DoxTek, Inc. worked with the Utah State Office of Education (USOE) and the Utah State Office of Rehabilitation (USOR) to automate the management of accounts payable and human resource records through document scanning and electronic document management.
In the past, the USOE and USOR accounts payable and human resource offices used manual processes to collect, organize, archive and retrieve hundreds of paper documents per day. “Every month we would spend the accumulative time of an eight hour workday pulling and re-filing documents,” said Judy DeWaal, director of finance, USOE/USOR. “Processing paper became the most time consuming activity in the office.”
To minimize document retrieval time and streamline records management, the USOE and USOR accounts payable and human resource managers installed DoxTek electronic information management systems. The systems use a high-speed scanner to convert paper documents into digital images. Computer software “reads” the information contained within the images and indexes the documents based on criteria such as name, address, date, and warrant number. Management software archives the images in a database and gives accounts payable and human resource employees the ability to search for documents by the index criteria.
Currently, personnel and employee action files for over 800 employees, dating back 30 years, are being scanned and will be available to authorized personnel over the department’s secure network. Marlo Wilcox, USOE/USOR human resource manager, commented, “Just this morning I was able to retrieve a personnel folder without searching through a filing cabinet. Our DoxTek system has simplified our information management.”
DeWaal is using the system on a date-forward basis to archive and access payment documents, consisting of invoices and related material. Using a keyword search, employees can access payment documents from desktop computers instead of searching through filing cabinets. “Not only is it easier to find records, but the information is more secure,” said DeWaal. “Thankfully we don’t have to worry about the possibility of losing original documents.”
About DoxTek, Inc.
DoxTek is a solution provider that specializes in document scanning software, document management systems, business process automation and document imaging solutions. As national experts in ERP and business application integration, DoxTek clients rely on its innovative solutions when working with SAP, SharePoint, PeopleSoft, Oracle, Microsoft Dynamics, AutoCAD and other leading lines of business systems. As a certified Hyland/OnBase and Kofax reseller, DoxTek is a resource for clients looking to streamline systems, improve productivity, meet new compliance standards and improve business processes. For more information call 877-705-7226 or visit the company’s web site at www.DoxTek.com.