Document Management Solutions

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State of Maryland Comptroller's Office

Industry/Solution
Government

Challenge

Find a solution to replace a discontinued product for the State of Maryland Comptroller's Office.

The State needed invoice and payment transmittal storage and retrieval, capital grant and loan administration, internal audit work paper and supporting documentation storage and retrieval, and legal file administration.

Background

After learning that their current software agreement and support were discontinued, the State office began to search for comparable solutions. They tested several types of software, including Cabinet NG®. During this process, the Cabinet NG team hoped to demonstrate the success of their solution. They demonstrated the product and explained their methods and also provided references from other states and businesses that were using the Cabinet NG product.

After many hours of testing the software, and several phone consultations later, the State chose to work with Cabinet NG. But before they made their final purchasing decision, the State participated in one of the training seminars held at the office in Athens, Alabama. The training provided multiple benefits to the initial users of the software, as well as educated many others to the benefits of Cabinet NG software.

Another challenge that faced the State was that they already had extensive files produced in proprietary formats from their previous software. They needed a solution to help them migrate to Cabinet NG. So, using the data from the State, Cabinet NG was also able to help them convert all of their existing files to the Cabinet NG format.

Solution

How has Cabinet NG met the State's expectations? - Since the initial phase of product review, testing, and training, the State of Maryland has been so pleased with the results that they have purchased several additional Cabinet NG product licenses.

Additionally, the State has developed and successfully implemented other Cabinet NG applications related to storage and retrieval of taxpayer correspondence. In addition, the State's internal audit shop uses Cabinet NG software to help them make decisions and recommendations.

All in all, Cabinet NG has made the State office more efficient and effective. Information that was once photocopied and manually filed, then manually retrieved, is now scanned with Fujitsu scanners into Cabinet NG and available any time in seconds. The State always knows what's in their files, who has seen the file, and exactly where the file is—at all times.

"Cabinet NG provides many capabilities, but those providing us with the most bang for the buck are the folder and document indexes, key search, and security. For example, we've used the document index capabilities to create standard input templates that reduce the time to input, search and retrieve documents. Folder indexes are used to identify files and pertinent information about a folder, such as the status of the file, next action, next date to work the file, etc. Finally, as with any document management program, security over access, and modification of documents has to be inherent."
  -Paul Markoff

Benefits