How Oklahoma Human Services is reducing physical paper

Watch Nick Gribnau, Product Manager, Imaging and Document Software at Oklahoma Human Services talk about how they are reducing physical paper

Navigating the digital transition

A few years ago, the State of Oklahoma found itself facing the challenge of transitioning to digital document management across various departments. The journey was complex, intriguing, and ultimately transformative, leading them to embrace solutions like OnBase and appreciate the contributions of partners like DataBank.

A shift to digital: The beginning

As Nick Gribnau, a product manager with 14 years of experience at the State of Oklahoma, reflects on this journey, he recalls the interesting and impactful process of moving from physical paper to digital document management systems. The move wasn’t just about technology; it was a cultural shift that required careful planning and execution.

The initial phases, starting in May 2020 and extending to August 2020, focused on establishing a digital baseline. The team created a structured file system for 18 divisions within the Department of Human Services (DHS). They developed specific scan plans for office closures and managed to close 44 physical offices out of 90 across the state, effectively reducing their physical footprint by half within 11 months.

Digitization challenges and triumphs

The digitization process wasn’t without its challenges. The team faced the monumental task of converting over 30 million pieces of paper to digital format within a span of just six months. Different divisions required distinct strategies, such as chunking documents for scanning and indexing based on case numbers and customer names. Despite the hurdles, they successfully digitized a massive physical footprint.

One particularly interesting project was the automation of document routing for the Child Support division. Using barcoding technology, they ensured all system-generated documents were affixed with a three-dimensional barcode. This enabled the system to automatically index documents based on autofill and document type information, streamlining the process and reducing manual effort.

Empowering mobile access and streamlining workflows

The State of Oklahoma recognized the importance of mobile access in the modern workplace. They developed a mobile app for OnBase, enabling workers in the field to retrieve, import, and sign documents on the go. This not only increased efficiency, but also reduced the need for carrying physical paperwork, ensuring compliance with federal guidelines.

The integration of digital signatures was another significant step forward. The team aimed to enable various levels of digital signatures, from basic scribble forms to more advanced options. This move would further streamline processes and enhance user experiences.