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Manage secure, efficient document capture processes with Nuance AutoStore

Company profile

The Oregon Department of Justice (DOJ), led by the state’s Attorney General, is responsible for general counsel and supervision of all civil actions and legal proceedings in which the state is a part or has an interest. Headquartered in Salem, the DOJ operates several program areas designated by the legislature, such as child support, district attorney assistance, crime victim compensation, charitable activity enforcement and consumer protection services.

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“ Not only are our response times much better with Nuance, we are anticipating a significant savings in storage space by eliminating boxes of paper files. ”

Dan Ramos
Enterprise Technology Services Manager
Oregon Department of Justice

Challenge

  • Manage paper processes, inter-agency collaboration, ease of document retrieval, and meet electronic filing compliance through effective workflow management
  • Integrate a mixed fleet of scanners and MFDs with a software solution to create a secure enterprise-wide system for document capture, distribution and storage

Solution

  • Nuance AutoStore
  • Provide document processing and the ability to plug in to back-end document repository with little or no customization

Results

  • Files can be shared electronically and retrieved quickly
  • Electronic workflow management ensures consistency throughout the document capture process
  • Eliminating boxes of paper files reduces storage space requirements, saving money with Nuance AutoStore

Background

  • With legal oversight for a variety of activities, DOJ was a paper-rich environment, logging hundreds of documents a day, resulting in thousands of pages that had to be reviewed, acted upon by numerous people, and finally stored in a secure repository. Looking to manage its paper processes and interagency collaboration better, make retrieving documents easier, and to meet electronic filing compliance for the court system, DOJ looked to Dan Ramos, Enterprise Technology Services Manager and Karen Yakis, Customer Support Analyst, to identify challenges and create a best practices environment that would bring greater efficiencies, save taxpayer dollars, and enhance services to the citizens of Oregon.
  • According to Ramos, the initial focus was a two-pronged approach. First was the need to create a consistent, cost efficient and secure way to create PDFs. The second was an enterprise scanning initiative leveraging a mixed fleet of high speed scanners and multifunction devices (MFDs) with a software solution that could be utilized on all hardware devices easily. The software would create searchable PDFs that could be delivered securely to the court system or to the agency’s document repository.
  • The search for a workflow management solution would take DOJ about six months. Ultimately the DOJ chose Nuance AutoStore and the Enterprise Service Delivery group from Ricoh to fill the need for managing its workflows. “We especially liked the flexibility AutoStore offered with our mixed fleet,” said Ramos. “Because of its flexibility we were able to integrate the software easily into all our hardware devices – even the older models – and we weren’t forced to upgrade equipment that still had life immediately.”
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