Streamlining, Sending and Storing

By Ron Miller  |  Posted 2006-08-28 Print this article Print

Data"> The WorkCentre Pro 65 is connected to the city network. Carroll said that when employees need to scan a document, they walk over to the machine, select their name on the scanner menu and scan the document. The image is then sent to the server and saved to the correct users folder.

"There is an image retriever which checks each users folder on the server every 30 seconds (or as configured)," Carroll said. "Once an image appears in this folder, PaperPort opens and displays the image on the users monitor. In most cases, by the time the user returns to his or desk, the image is up," Carroll said.

At this point, Carroll said users can drag the image into Microsoft Outlook to e-mail it, or they can drag it into DocuShare for indexing.

OBoyle said his team also began analyzing the way forms moved through the city, and they learned that employees often were sending multiple copies of paper forms to different offices for approvals and signatures, using an internal interoffice mail system, and they knew they could achieve greater efficiencies by taking advantage of electronic forms.

The company also created a Web site to house services and forms, Carroll said. Everything is now available in a unified Web site repository that has been dubbed NDEX (Newark Document Express), a central online destination for citizens and city employees to find information and forms they need to conduct city business.

Over the next several years, the city will continue to look for ways to improve business workflow processes and has plans to take some pressure off its server environment by building a SAN (storage area network), Carroll said.

When Hill made a presentation to the New Jersey States Technology Symposium last October, other city executives were surprised and excited by the progress he has made in automating city services in Newark.

"Everybody was surprised at the level that the city has taken the project to, and many cities throughout the state are now watching us to see what we are going to do with this project." Hill said.

Ron Miller is a freelance writer in Amherst, Mass. He can be reached at

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