Imagine converting all of your paper case records into scanned electronic files that are instantly retrievable, fully searchable and centrally accessible by any member of your team with the proper security permissions. That’s the power of ScanWORKS.

  • Overview
  • Features & Benefits
  • Implementation

Most H&SS agencies are required to keep their case documentation indefinitely. The problem with paper records, however, is that they take up so much space. And as each piece of paper recedes deeper and deeper into your storage archives over the years, its usefulness declines rapidly because there’s less and less chance that it can ever be retrieved in a timely manner.

ScanWORKS is the solution for any agency that faces this paper clutter problem. It allows you to transform your entire backlog of paper records into an organized electronic system that makes any case-related document, no matter how old, retrievable almost instantly.

With ScanWORKS, you simply scan all of your case-related documentation into electronic format, and then store them all in a custom centralized online portal for easy but secure retrieval by anyone on your team. No more piles of paper, no more off-site storage requirements, and no more time delays or frustration trying to find a crucial case-related document from the past.

Unlike other document storage options, ScanWORKS is fully integrated with our CaseWORKS and FormWORKS systems, allowing your caseworkers and supervisors to see scanned case records alongside all the rest of their case documentation, accessible via the same single-case viewer and subject to the same role-based security features that protect the rest of your system’s information.

 

Converts paper into electronic files

ScanWORKS facilitates your agency’s move from paper-based to electronic archiving. Not only does this reduce your paper clutter, but it also breathes new life and usefulness into all those dusty old documents by making them retrievable, searchable and editable.

Centralizes all of your archival material

The beauty of converting your mountains of paper into electronic format is that they can all be stored in a single, central location – an agency portal that everyone on your team can access with equal ease from their own computer.

Reduces storage costs and delays

It can take an inordinate amount of time and effort to find a crucial piece of paper in a stack in an off-site storage facility. By contrast, that same historical information can be viewed immediately, without waiting for vault retrieval, when it’s stored in your centralized ScanWORKS portal. And you’ll no longer have to keep paying for off-site paper storage.

Facilitates collaboration

Instead of searching endlessly for documents that you wish to share with colleagues, ScanWORKS makes such collaboration easy. As digitized images, your scanned documents can be accessed immediately by the appropriate case worker, as well as by other workers in related cases from the same or other departments.

Complies with Security Act privacy requirements

Unlike most other scan-based solutions, ScanWORKS is integrated with CaseWORKS’ and FormWORKS’ role-based security features. So rather than having to rely on applying network-level security rules to each and every Windows folder that holds a scanned record, you can simply add any scanned document to any existing case in your system to immediately restrict its access to those with the roles approved for that case.

Makes historical documents searchable

By applying Optical Character Recognition (OCR) to your scanned documents, you can really boost their usefulness to your organization because they suddenly become searchable by keyword. This is an invaluable time-saver that will be appreciated by anyone who has ever tried to rifle through stacks of paper searching for a mention of a specific name or phrase.

Allows backups to be made

If you’re worried about losing any historical documents, you can’t realistically back up all of your paperwork without losing much time and doubling your already-burgeoning storage facilities. But backing up electronic files is easy – all it requires is a reliable backup routine of your choice.

Stores multiple versions of documents

Unlike paper-based archiving, ScanWORKS stores not only the final version of a case-related document, but also, if desired, keeps previously signed versions for historical reference. This makes it feasible to compare original and edited versions of a record without adding further clutter to your facility.

Adds meta data for easier storage and retrieval

ScanWORKS also adds additional meta data to the documents that you scan. It automatically logs who scanned it and when, and you can also add additional data to make searching and retrieval easier for your team. Select the case it belongs to, signify the document type, add notes, a description, who it was created by, whether it was signed and when, and other optional fields.

Adds annotation and redacting capabilities

Another advantage of having your records in electronic format is that you can add annotations, including copy-and-paste text, to any scanned document. You can also use ScanWORKS for redacting purposes, covering sensitive portions of a document image prior to archiving it.

Offers easy web-based access

ScanWORKS is a web-based system that your workers access through a familiar web browser interface. There’s no software learning curve, and no need to install a special interface on each computer.

Fully integrated with CaseWORKS

Full integration means that all case-related documents – whether created electronically with CaseWORKS, or scanned with ScanWORKS – will both be available to you through a single viewer interface. This simplifies access to all of the documents for a case. Scanned images can be viewed, edited, versioned, tracked and deleted directly from within CaseWORKS.

Streamline service delivery with workflow rules

Another advantage to integration is that you can attach the same business-process-oriented workflow rules to your scanned records, like automatic notifications, signature requirements or follow-ups, that make CaseWORKS and FormWORKS so powerful and useful for effective service delivery.

Flexible scanning options

You can add new documents to ScanWORKS in a number of ways:

  • scan as necessary when a document is generated/received;
  • scan quarterly, annually, or at some determined point in the file;
  • scan all documents when a case file is closed; or
  • scan by a hybrid combination of any of the above approaches.

Our approach to software implementation

Even great software won’t improve your agency’s workflow if your workers don’t use it. Once our system is ready for you, our Implementation Division takes over to make sure that your agency is ready for it. Here are some of the steps we take to ensure that your staff is up and running with their Coyote software as quickly and painlessly as possible:

Implementation Toolkit

We use a comprehensive document mapping process for every step of your software implementation, from project kick-off to go-live.

“6 Steps to Success”

Coyote’s tried and true process for successfully implementing software.

Dedicated Project Managers

We assign Implementation Managers to work directly with your agency, ensuring that all aspects of the rollout are properly planned, communicated and executed.

State of the Art Training

Coyote has a variety of training methods that can be customized to fit your agency’s unique educational needs. They include: Train the Trainer, End User Training, Forms Training, Reporting Courses, and Basic Windows Navigation.

On-Site Go Live Support

We don’t just install your system and disappear before you go live.  We will be on site at this most critical time to troubleshoot and to help your staff adjust to their new software.

Full Documentation

We provide comprehensive, easy to follow Users Guides for all of our software.

Ongoing Support 

Coyote Software Corporation has a team of helpful, dedicated support specialists waiting to assist you by phone or email.