1. Enterprise Content Management
ECM
Enterprise Content Management

2. When the Field or State Office sends a fax to the Finance Office, it is received in the Incoming Document Data Entry Queue (Fax Queue)

3. The person assigned to monitor the fax queue (Workflow Monitor) will select a batch, assemble it, index it, and assign it to a technician, accountant, or specialist for processing.
Selecting a batch

4. The Workflow Monitor reads the fax to determine if the task is for a Direct or Guaranteed Loan. If there is more than one request in the fax, it can be separated and assembled into different batches.

5. When the assembly is complete, the workflow monitor indexes the file.

6. The workflow monitor then assigns an ECM folder number, indexes the batch (directs where the folder should go), and completes the batch. Once the batch is complete it will be sent to the appropriate division within the Finance Office.
ECM folder number
Folder directed to go to Guaranteed Loan Division

7. After the folder is sent to the division, the workflow monitor reviews the task, chooses a task type, assigns to the technician, accountant, or specialist, and sends an acknowledgement letter to the State or Field Office.
Workflow chooses the task & assigns it to the person handling that state.

8. Acknowledgement Letter
Borrower Name
Type of Task and Processing Time
ECM Folder Number
Name and contact information of person task is assigned

9. The employee then accesses their Inbox where they can select the task and open the attached documents. They complete the identifying information on the Folder Detail screen and complete the requested action.

10. Once the task is complete, screen prints of the account are added to the ECM folder and a Completion Letter is sent to the State or Field Office and the ECM folder is closed.