Eastern Cape Dept of Social Development ELECTRONIC FILE MANAGEMENT SYSTEM EFMS Process

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Eastern Cape Dept of Social
DevelopmentELECTRONIC FILE MANAGEMENT
SYSTEM(EFMS)Process
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PROBLEM DEFINITION

• No reliable filing system
• Poor registry conditions
• No completeness checks
• No check for file contents (critical documents)
• No control over file movement

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PROBLEM DEFINITION CONTD

• Files lost/delays in finding a file
• Litigation and fraud
• Could not merge duplicates
• No Active and Archive file separation

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SOLUTION

• Provide an EFMS and Infrastructure
• With customized software
• To process 1 800 000 files
• In a 6 week timeframe
• In a central document management centre (DMC)
• Using barcode system
• Using bin location registry

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THE PROCESS
TRANSPORT
STORAGE
REGISTRY
CURRENT
PROCESSING
ARCHIVES
PROJECT TEAM
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LOGISTICS

• Transport
• Equipment
• Storage at DMC
• Logistics DMC Personnel
• Logisitcs DMC Security

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LOGISTICS - TRANSPORT

• Transportation of files from 24 districts to DMC
• Files packed in boxes
• Control sheets per district office
• Truck secured with pre-numbered seals

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LOGISTICS - EQUIPMENT

• 130 Computers / Thermal Printers / Hand Held Bar
  Code Scanners
• 320 Desks (specially designed)
• 620 Chairs
• 15 Water Cooler Fountains  
• 25 DCP Fire Extinguishers
• 30 Trolleys
• 1,100 Pallets
• 2 Pallet Jacks

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LOGISTICS - EQUIPMENT

• 79.2kms of sellotape.
• 167,000 File covers.
• 2.91 Million thermal labels.
• 2.33 Million file content labels.
• 40,000 Registry boxes.
• 40,000 Registry box labels.
• 1,200 Permanent marker pens.
• 800 Ball-point pens.

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LOGISTICS - STORAGE AT DMC

• Match pre-numbered seals control sheets
• Files received at DMC
• Stored by district
• Demarcated areas

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LOGISTICS - DMC PERSONNEL

• PERSONNEL PER SHIFT
• 2 Shifts per day
• Project manager 1
• Centre manager 1
• Consultants 18
• Operators (100 teams) 400
• Registry 20
• 130 PCs
• 130 barcode scanners
• 130 barcode printers

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PROCESSING

• Reviewed file contents
• critical documents/data recorded
• ID number scanned and compared to SOCPEN
• Valid ID
• Dept of Home Affairs check digit validation
• Attach bar coded label
• Filed according to correct district

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PROCESSING CONTD

• Identification of specific files
• Auditor General
• Class action
• Regulation 11
• Fraud files

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PROCESSING - CONTD
REGISTRY

• Validation
• Active
• Archive
• Project Team

Current Boxed labeled
Archive By District/year
AG, Reg 11, Class action, Fraud
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IT SYSTEM SECURITY

• DMC linked to offsite central facility
• Access control
• Network log-in and password
• User ID and password to database
• Restricted access levels
• Firewalls
• Data security
• Offsite server
• Daily back-ups
• Off site storage
• Disaster recovery plan

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DELIVERABLES

• Electronic registry (Database)
• Securely filed in boxes
• Bin location
• Identification and Extraction
• Inactive files (Archive) by year
• Fraud, AG, Reg 11 and class action
• Allocation of files to correct district

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DELIVERABLES CONTD

• Identification of
• Missing files (active beneficiaries without
  files) per district
• Files processed not on SOCPEN
• Transfer of skills and training
• Missing Documentation exception reports and
  procedures
• System for capturing Correspondence

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SUSTAINABILITY
Registry Hall

• 13 Staff
• Registry maintenance
• Help Desk
• Reg. 11
• Class Action
• Litigations

• 24 District Offices
• 1-4 Staff per Office

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SUSTAINABILITY CONTD
Processing Hall

• 9 Staff
• Up to 4 000 files/d

gt800 Staff
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FUTURE APPLICATIONS

• Current applications
• Currently utilized for NPO file capture
• Development of Personnel file capture systems
• Development of Purchase Voucher file capture
  systems
• Established infrastructure
• Electronic facility
• Skills base

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FUTURE APPLICATIONS CONTD

• Possible applications
• Large volume paper based records
• HR records, personnel files etc
• Payment vouchers, invoices etc

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THE WAY FORWARD
ELECTRONIC FILING PROJECT
MIS Workflow tracking module
Electronic file registry

• Link to MIS project
• Data tracking
• Workflow monitoring
• Functional registry system

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Questions?