Public Utility District No. 1 of Franklin County (Franklin PUD) is a municipal corporation in the State of Washington. Incorporated in 1934, it serves more than 24,000 electric customers in the cities of Pasco, Connell and Kahlotus.
Franklin PUD has been using the FileNexus® Document Management System since 2009 for archival storage and document recall. The company also had a Record Management System (RMS) MS Access Database that managed all contracts from first signature to completion, retention and destruction. Recently, Franklin PUD wanted the ability to present the contract back to the customer for viewing or approval – a feature that the RMS could not do.
“We were looking for a way to improve our processes, make it easier, more efficient, less work on the employee, and to let the system do what it does best: and so here comes FileNexus®.” – Elena Ramirez, Public Records Officer, Franklin PUD
It quickly became apparent that Franklin PUD needed to replace their RMS. They needed a system that could securely store and display the contract, capture any new components, and automatically send email reminders for contract management to relevant parties as necessary.
Franklin PUD realized they could easily modify their existing FileNexus® System, to serve all of these needs, and completely eliminate the need for the RMS.
“The staff at Loris knows what they’re doing and everybody is really helpful. Whenever I had an idea I’d present it and I’d hear ‘Oh yeah, we can do it this way and that way’ and it’s done!” – Elena Ramirez, Public Records Officer, Franklin PUD
Now, all contracts are captured directly into FileNexus®, along with any supporting documents – no need to find, retrieve, and return a paper copy of a contract or worry about important documents being inadvertently lost or destroyed. FileNexus® indexes each document, including attachments, with a unique identifying number and automatically generates workflow action items (i.e. pending expiry dates) for follow up.
“I’m just really pleased with Loris Technologies. The customer service deployment was just great and that’s a big selling point for me.” – Elena Ramirez, Public Records Officer, Franklin PUD
The generated action items are automatically emailed to the appropriate employee, at the appropriate time, in order to ensure a smooth progression of activity. This allows staff to remain focused on key activities. Along with the automatic email reminders, FileNexus® also generates a direct link to the document in the body of the email – which further ensures that employees are made aware of the status of the work.
Employees say they are impressed with how easy it is to view their contracts with just the click of a button and Franklin PUD plans to add more document types to their FileNexus® system; saving money, physical storage space and staff time.
To learn more about Franklin PUD, please visit their website www.franklinpud.com.
The FileNexus® Enterprise Document Management System gives organizations, both large and small, the ability to capture virtually any type of document from any source (i.e. paper records such as maps, drawings, manuals, electronic files such as host generated reports, client statement streams, IVR recordings, etc.), index and compress them for secure archival and future recall—providing a single cohesive repository for all document management, workflow, archival and business continuity needs. Simple to use and learn, FileNexus® is designed to take advantage of existing infrastructure, minimizing project costs and reducing both IT and user training requirements.
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