Lenoir County DSS combined Northwoods’ document management software and Laserfiche’s enterprise content management system to intuitively scan, store, and retrieve critical data. Northwoods’ Compass® Pilot is the user interface caseworkers use to manage case information and documents, and Laserfiche Rio is the centralized document repository that electronically stores the documents.
The combination allows caseworkers to index and retrieve documents and notes easily and securely. Documents are organized in a child support-specific taxonomy, so caseworkers can look up a client and quickly see categories of documents to find the right one.
“They are not having to guess 'Where do I find this? Or where do I find that?' It's all right there at your fingertips,” said Melissa Kennedy, Child Support Program Manager.
Lenoir County DSS also used Pilot to create template court orders and motions with current legal language, which can be updated as the law changes.
Caseworkers can autofill basic client information, select the correct legal language, and add case-specific details into an electronic form, which can be saved, reviewed, and modified by anyone involved at any step. The new process has reduced the number of court orders being returned to caseworkers because the supervisor, paralegal, or attorney can easily make modifications without restarting the process.
“Before Compass Pilot, I would probably get back a third to half of my orders with a request to tweak the language in the order. Now I rarely see any of my orders come back. If there is a correction to be made, typically my supervisor will catch it, or the attorney will just f ix it herself because it’s so easy for her to do it in Compass Pilot,” said Jordan Jones, Child Support Agent II.
Staff Attorney Cheryl Spencer added, “The process is streamlined and it’s more efficient. It makes it easier to correct things; it makes it faster to get orders to the judges.”
At the courthouse, caseworkers and supervisors have access to a laptop with Northwoods’ software to electronically view every document, form, and piece of information related to a client or case. They can print the information out if requested by the judge. They can also use a scan station stored in the clerk’s office to immediately scan and automatically index clients’ documents, signed court orders and motions, or signed support agreements.
"We can do a lot of court orders in court and we're able to get them signed by the judge and scanned in. When the workers return to court the next day a lot of the orders that they typically wait for sometimes weeks at a time are already available so they can process those," said Melissa Kennedy, Child Support Program Manager.