 Take CIMS Reports and store them Electronically  Produce CIMS Letters – efile, not print, copy, send, cc  Have applicants apply online and store applicant documents online and for admin to review online. Browse/attach interview documents.  Browse/attach evaluation docs to evaluation records  Browse/attach WCB, Injury docs to CIMS records  Browse/attach non-CIMS letters, signed contracts, …  Encourage EC and AC online for viewing, reporting, analyzing.. Reduce printing, encouraging online  Just do it all – no more Hard Copy, scan everything eFile – Evolution

 Categorize/Organize  Secure (authorization)  Name  Add appropriate tags, searchable words  Confirm: process can be application independent – If CIMS were to disappear your documents and a database for them exist just like in a PC directory  … CIMS does this all for you! eFile – Critical Components

 Security: Confirmation of Folder Access  IFS: *public *write only, Access through RES This confirms SOLID Folder Security to unauthorized users and hackers  Appropriate folder access to employees (EIS.122)  Appropriate access to other authorized users to view and explore documents on their staff (RES.000)  District Policy to Staff regarding confidentiality of information eFile – Critical Components

 A US study estimates the world creates 4 exabytes of efile data annually.. 400M per every person on earth  Google is used for 2 million hits per minute on searching for online efiled information!  Number of Districts gone paperless meaning – new employee does not mean start a folder!  Brandon, Seven Oaks?, Fort McMurray,.. Who else?  Number of Documents/year.. Reaching 10000/year  Categories: between 8 and 11 categories eFile – Statistics/Affirmation

Customer#Emps Paid FEB/13 Avg Docs/EmpeDocs since 03/01/12Documents Viewed No of Categories SD Seven Oaks SDML BSD APL WSD APL Only PLPSD TMSD RETSD Delta SD Not many FMCM73038 ISD60505 HSD  Exclude Applicants and T4’s, Adds since Mar 1, 2012  Half (50%) of the documents are being viewed

 Efficiency? Is it taking more time, has it added or reduced to our workload?  Accessibility? Are people utilizing and enjoying having this information readily available? ½ of docs scanned are actually read  Scanner/Document Tips and/or concerns?  Document Quality concerns?  Signatures, Sign offs.. Problem in scanning because of signature rather than to browse/attach PC Document  Risk/Liability? eFile – What have we Learnt

 Changes to eFiling CIMS Letters and appropriate ing for notifications (EIS.380, EME.900)  Confirmation – browse/attach in AdminConnect and alongside to provide similar ability  IMG.301E for viewing. Change to Marking documents as read.  New Zip option IMG.900 for Job Postings and in situations where you need an employees full folder saved. eFile – Newest Features

 Single Letters: EIS.380 ‘P’rint Letters  eFile = Y Hold = Y Emp = Y  Changes to PAI include internal Notes in the body of the letter ** New ZFx format  EME to send that letter to everyone else! New format to make sending quick and consistent eFile – Considerations

 For Bulk Letters - consider changing your process  Prepare List - EIS.995 ‘W’ which is approved rather than separate letters and signatures  Then EIS.995 and eFile letters.. Separate EIS.995 to each location so Admin is aware of all changes (not one letter per employee)  Then PRO.525 for that SAR# range to inform employees eFile – Considerations

 CVTSPLPDF - New Features  Add Keywords and Subject to PDF **will be doing  Adding Security to documents on View ** Only for those things that CIMS Produces (NOT Browse/attach).. I see this happening at the category level eFile – Considerations No Ability to Print No Ability to copy/paste Can also move to digital signature

 Scanning takes time and storage … **New** consider thinking about reducing the overall folder?  Number of copies of documents in a folder  Things that really do not need to be filed per person – eg: old annual Acceptable Use Signatures – Web Form Response only.. If you have to keep the paper cause of the signature package all paperwork and store.  Solid District Policy & Procedures re-developed and re-aligned to efiling as we go there eFile – Considerations