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Large Government Agency Converts and Archives Millions of Paper Documents To Electronic System

A large government agency needed to convert millions of paper documents into a digital database to increase efficiency and security. They selected JPMorgan's DocManager Solutions to scan over 54 million pages of documents and provide a centralized digital repository accessible to authorized users. This solution eliminated delays and inconsistencies from the previous paper-based system.

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Viswanath Kapavarapu
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80 views2 pages

Large Government Agency Converts and Archives Millions of Paper Documents To Electronic System

A large government agency needed to convert millions of paper documents into a digital database to increase efficiency and security. They selected JPMorgan's DocManager Solutions to scan over 54 million pages of documents and provide a centralized digital repository accessible to authorized users. This solution eliminated delays and inconsistencies from the previous paper-based system.

Uploaded by

Viswanath Kapavarapu
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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TREASURY SERVICES

Large Government Agency Converts


and Archives Millions of Paper
Documents to Electronic System
Overview
A large government agency faced a daunting task when it decided to modernize its
massive paper-based filing system and create a centralized document repository.
The agency turned to its trusted financial institution, JPMorgan, to develop a solution
that would convert millions of paper documents from locations across the country
into a more secure, consolidated digital database accessible by authorized users
SM
from any location. JPMorgans DocManager Solutions increased efficiency for the
agency while cutting costs and maintaining strict data security.

CASE STUDY
CLIENT

A large government agency processing


paper transactions in more than 100
locations around the country
ISSUE

Challenge
The agencys staff handled millions of paper transactions each year, with files stored
in offices throughout the country. Transactions involving multiple locations
inevitably led to delays, complication and wasteplus inconsistencies as each
location developed its own filing processes. The agency needed a partner they could
entrust with this confidential private information, but also one capable of handling
both the enormous amounts of paper they had already archived and the millions of
new files they create each year.

Solution
After extensive evaluations, the agency selected DocManager Solutions for
document scanning, data capture, archival and retrieval services. Images and
transaction data are indexed according to sortable agency-defined fields such as
account numbers, amount or date. Authorized users nationwide now manage and
share content simultaneously, make processing decisions, update document
attributes, export images and documents to their PCs, and more.
JPMorgan and the agency developed a three-part implementation process:

The agency contended with the risks,


costs, inefficiencies and inconsistencies
of depending on paper documents within
a large organization.
RESOLUTION

The agency consolidated more than 100


service locations to five and chose
JPMorgans DocManager Solutions for
document scanning, data capture,
archival and retrieval services.
BENEFITS

Eliminate inconsistencies common to


paper transactions
Increase security and disaster
preparedness
Realize cost savings by going digital

Consolidate from more than 100 physical locations, each with its own files,
to 5 operational offices using the same storage solution.

Ship 54 million pages of paper (including open cases from the 1980s) to
JPMorgan to convert to digital images (scan, capture key data fields and
images, and archive data). DocManager Solutions managed and tracked all
incoming paper files, scanned them based on agency priorities, dataentered key information fields and posted images online within 24 hours of
scanning. The service is provided in a more secure facility that meets
agency requirements for protecting the personally identifiable information
in the paper files.
(Continued)

Expand access to authorized users in


any location nationwide and provide
self-service options for government
users in regional offices
Have confidence in a more secure,
dedicated environment to safeguard
information
Determine parameters for indexing
documents for complete flexibility,
control and ease of use
Help secure data and images with stateof-the-art disaster-recovery methods

DocManager Solutions | Large Government Agency | August 2008 | Page 1

TREASURY SERVICES

Send all new paper transactions directly to a post office box held by
JPMorgan in the agencys name for scanning, data entry and archiving.
Ongoing transactions (4-5 million pages per year) are then adjudicated by
the five service locations nationwide using images retrieved via a Web
browser.

Results

Provided instantaneous access to images and associated data to several


hundred authorized users across the United States through Document
SM
Archive and Retrieve , a DocManager Solution system

Streamlined inquiry resolution with fast access to all pertinent information


(accumulated over a period of two+ years), minimizing the need for
callbacks and transference of paper records between locations

Eliminated delays from misfiled or lost paperwork

Reduced costs for the agency while providing more timely, improved levels
of service to stakeholders

Applied workflow criteria and automation to imaged documents and


records

Gave the agency strict user setup and entitlement control

JPMorgan is proud to help this government agency carry out its mission and achieve
its program objectives.

Decentralized paper
paperer- based
environment

Centralized imageimage -based


environment with DocManager
Solutions

More than 100 locations

Five locations

75% of calls required callbacks or handoffs

Instantaneous access to all files

Information retrieval: six minutes

Information retrieval: 25 seconds

Risk of misfiled, lost or damaged records

Records are more secure and organized

20+ million pages in offices located around


the country

Consolidated digital database accessible


from any location

Staff tied to file locations

Staff located wherever appropriate

High risk to business continuity

Mitigated risk, stronger business


continuity

Contact your JPMorgan representative to learn more, or visit


us at jpmorgan.com/docmanagersolutions.

JPMorgan Chase Bank, N.A. Member FDIC

Eliminated inconsistencies in transaction processing

2008 JPMorgan Chase & Co. All rights reserved.

08/2008

DocManager Solutions has:

DocManager Solutions | Large Government Agency | August 2008 | Page 2

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