1. IMAGES OF THE PAST AND FUTURE Donna Calabrese Director, Office of Vital Statistics Center for Health and Environmental Statistics Kansas Department of Health and Environment

2. Kansas Vital Statistics at Crossroads Kansas Vital Statistics at Crossroads Archaic System Slow processes Overworked staff High employee turnover Worn Out Equipment Minimal Computerization

3. Old Record Retrieval Process Keyed Requests into Accounting System – Paper clipped receipt with application & placed in plastic tub (divided by birth, death, etc.) Manual search for certificate entry – Database – Microfiche strips – Entries in hardbound books

4. Certified Copies Located & made certified copies of record Produced photocopy of record On-site paper files Microfilm reels Retrieved from off-site storage Checked certificate for legibility Trimmed, date stamped, and applied raised seal and certification statement

5. A Necessity for Change Customer Request Turnaround Time – 5 to 6 weeks – 47 Customer complaints daily Deteriorating Microfilm – Redox: Chemical oxidation reduction – Emulsion: Light-sensitive coating wears away

9. Options Researched Options Researched What have others done? Do your homework Use vendors as initial consultants We chose Optical Disk Imaging – Took two tries to get it approved Hired expert for evaluation of needs Changed statute to allow production of certified copies from Optical Disk Imaging System

10. Project Definition Based on time and cost restraints – Most commonly requested records Births: 1925 through present Deaths: Implementation forward Marriages: Two years after implementation forward Divorces: Two years after implementation forward – Total of around 3 million records

11. Conversion Process Database conversion to mainframe (AS400) – Recent conversion to Oracle – Additional data was added to database as more DASD (memory storage device) was obtained Hired a vendor to convert records to optical disk – Three year project – Current project to add remaining births (1911 – 1924)

12. Imaging Capacity Optical juke box (OSAR) holds disks with images Maximum image capacity dependent on size of OSAR, image size, and disk density – Old platter: held 2.6 gig each, around 45,000 images on each – New disk: holds 5.2 gig each, around 67,500 images on each OSAR capacity is 238 disks – Total capacity of over 16 million images – Currently have 4.5 million images

13. Current Imaging Process Births – Automatically numbered by new web-based system – Staff check original certificates – Issue only images of birth certificates No abstract issuance of births Deaths – Funeral homes have option of accessing system to create and print their portion of certificate – Receive original certificates, assign numbers Certificate placed in printer for number and bar code – Nosologist adds cause of death code – Print abstracts of deaths to avoid 2-page certificate Can issue image copy

14. Marriages & Divorces – Web-based system allows records to be filed electronically Changed law accordingly – Due to a “Full Court” system, only 3 counties file electronically Issue both images and abstracts

15. Committing Images Batches of records (around 100 in each batch) are scanned Scanned images are committed to FileNet © Imaging System using an internal processing program – Stored in TIF images – Tied to certificate number in database through internal workflow called “indexing” Certificate number ties database record and image together – Additional document IDs Tie related documents to the appropriate certificate Print separately

16. Automated Search Customer request is keyed Prompts database search based on specified criteria If database match is found, prompts an optical disk image search If image is found, certificate prints automatically (if not found, request routes to a work queue) Only the open, issuable, certificate prints

18. Security on Images Security on Images Security checks conducted automatically – System looks for image – System checks for protection on image – System checks for authority level of protection – System checks for authority level of user Each document can be protected – Nine protection reasons – Five levels of authorization

20. Imaging Meets Needs 45 Vital Records staff – Register 100,000 new records annually – Receive 700 to 1,000 customer requests daily – Issue 380,000 certified copies annually – Issue 1,500 certified copies daily – Turnaround time on requests is 3 to 5 business days.