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Cleveland County Department of Social Services <br />single sided or double sided, black and white or color, etc. by using scanners. <br />Scanners should be capable of scanning a Driver License or similar <br />laminated card type document, as well as normal letter and legal documents. <br />Scanner should automatically switch color, simplex/duplex settings based on <br />the type of document being scanned. <br />B. Electronically capture documents from clients once, without producing <br />multiple copies or photocopying. All documents should be captured at the <br />point where they are first received by the Agency, including the mailroom, <br />front desk, and the caseworkers' workspace. The scanning stations must <br />have the ability to produce a receipt with images for the client. Provide ability <br />to print mailing labels to allow far the return of originals, received through the <br />mail, to client. <br />C. Store captured documents in anon-proprietary electronic format. <br />D. Ability to add documents to the electronic document imaging system on an ad <br />hoc basis and directly from other applications, including email, faxes and <br />screen captures. <br />E. Ability to conduct interviews with clients without generating paper documents, <br />other than that which is handed to the client as their personal copy or receipt. <br />F. Provide for the capture of bar codes when scanning forms and use bar code <br />values to populate index fields. <br />G. Provide a process to retrieve and utilize demographic and caseload data that <br />is available through downloads from the State. <br />H. Ability to index or fife the documents into an electronic case file by logical <br />groups or batches for easy retrieval by end user. Index values, including <br />Client name, SSN and case number, must be automatically inserted into the <br />index fields utilizing available demographic and caseload data to reduce time <br />and errors associated with manual indexing. <br />I. Provide for the ability for case workers to easily see all of their newly received <br />documents. Allow the case worker to mark documents for follow-up. Provide <br />a calendar and list view of documents that are marked for follow-up. <br />J. For documents that apply to multiple cases, the documents should appear in <br />the queues of all case workers that have been assigned a case to which the <br />document is pertinent. <br />K. Allow for easy searching of documents by index values, document types, <br />document groups and by roles. <br />L. Allow for an automated search and retrieval of documents in the imaging <br />system, using values on the screen of the worker's connection to the State <br />mainframes, without having to open an application or cut and paste index <br />values. <br />M. Allow for virtual "working folders" that allow documents to be retrieved for <br />active cases based on user determined criteria. <br />N. Allow for documents to be viewed on a second monitor, while allowing for <br />other applications to be viewed on the first monitor. <br />O. Allow for hierarchical structures for users, user departments, groups and <br />agency records which include various permissions on what users can and <br />cannot do. <br />-8- <br />~'s <br />