Cohasset has launched a new E-Document system as part of the Board of Selectmen’s E-Government initiatives. The Electronic Document Management system is a robust solution built on the Laser Fiche platform. After months of development, and numerous tasks to bring this solution to fruition, the Information Technology Department along with the Treasure, HR, Finance, Health and School departments have moved paper processes to an electronic process age.
Some of the enhancements included a new Nurses database and E-Forms solution, a solution that couldn’t have been more timely. Additional enhancements included an Onboarding system that allowed multiple solutions to share data while expediting the process to hire applicants. These onboarding processes morphed from a paper process requiring approximately 12-15 forms to be filled out manually, to an electronic solution that routed completed forms to the correct department and notified the applicant of there onboarding status. With an Application Program Interface developed, offering a bridge between two separate solutions, the forms could be routed, indexed and stored in the new solution. Searching on these forms would allow for faster turnaround when reviewing documents or changing document data in the future.
Additionally, E-forms, a powerful document management tool was also utilized to build numerous E-Forms that could be completed online and submitted for any number of reasons. EDM Logic used to route the documents based on the criteria applied, allowed for automation, saving time and the manual steps once needed to perform the same tasks.
Another aspect of the Electronic Document Management (EDM) Solution was the EDM Public Portal, which was built with the help of state grants. This new public portal would allow access to Electronic Documents stored in our document repositories. Allowing the public to access any number of records with robust search capabilities, capable of searching on key words. This offered a significant time saver for constituents, now, no longer needing to travel to Town Hall to request documents, they could now search our repository from the comfort of their homes.
Ron P. Menard, Chief Information Officer
To access the Document Portal, you can go to www.cohassetma.org and access is under the Services Tab - or CLICK HERE