The Problem…

A state agency had thirty offices geographically spread throughout the state. Each social work office was responsible for maintaining their own inventory of case files. These files contained highly confidential information regarding social work cases used by the social workers. Most cases would be handled by multiple case workers and in many cases, the recipient would move to another geographical area and the case file would need to follow. Files were subpoenaed and were not easily located. Files became lost, confidential information was at risk and there was no history of where the file was or had been.

The OPUS Solution…

OPUS iNet was installed and case workers throughout the state had immediate access to the web based solution. All case data (from legacy systems) were imported in and pre-printed labels were provided and affixed to all files.   OPUS security was configured to allow only key employees the ability to handle case files based on the case type.

File room personnel reconcile the inventory once a week using a portable barcode reader and scan all files that each case worker has. OPUS will read the data and update the database to reflect all file transfers.

Now the state has a complete history of each file as it moves around the office or to a new agency location. Other offices can easily request or transfer case files electronically.