Chippewa Falls District Implements Document Management for HR
Chippewa Falls Area Unified School
District (AUSD) in Wisconsin is preparing to implement a document management
solution for its human resources (HR) department in an effort to save time and
reduce the amount of paper in long-term storage.
The district's HR department has thousands of folders and tens of thousands
of documents stored on and off site. The documents include forms, reports,
documentation and other paper materials for personnel, payroll and accounting.
While the district is required to retain most of the documents for seven years,
some have to be retained for as long as 30 years. When staff need to access
archived documents, they have to dig through filing cabinets or boxes to find
them and then refile them again afterwards — a process that can take many
hours.
After considering a number of document management solutions, the district
selected
OptiView Document Management from Advanced
Processing and Imaging (API). According to the company, the district plans
to use OptiView "to convert their paper-based HR documents to electronic images
for secure, fast and easy access across the department." OptiView will also
integrate with the department's
Skyward Business Suite, so HR staff will be able to access all of the
scanned documents on their computer through the Skyward Business Suite without
the need to search for them manually. Once the documents have been scanned into
OptiView, the district plans to destroy the originals to save on storage space
and costs.
Chippewa Falls Area Unified School District is located in Chippewa Falls, WI,
90 miles east of Minneapolis/St. Paul. The district serves 5,100 K-12 students
and employs 625 full-time staff at six elementary schools, one middle school,
one high school and an alternative middle/high school.
About the Author
Leila Meyer is a technology writer based in British Columbia. She can be reached at [email protected].