The Inspectional Services Department was the first to use the systems and services of ScerIS. ETCETERA® ECM was installed for managing the digitized records of ISD that include applications, permits, inspection documents, drawings, affidavits, forms, checklists, certifications and extensions of various types and for various building, housing, health, sanitation and safety purposes.
The work at ISD included the conversion of ISD documents dating back to 1842 which included training intellectually challenged students in document preparation and hiring and training a local workforce to provide document conversion services. All document conversion work was performed on-site. Systems were configured to integrate with existing databases managed by the city. The system provides constituents with browser access to ISD documents.
Adoption of the system has expanded throughout nearly all city departments. ETCETERA® ECM has become the standard for digitized records management in the city, with an upgrade of systems to the newest version of ETCETERA® combined with SAML integration for SSO occurring in 2021.
A few of the other departments that use the ETCETERA® platform include:
Department of Public Works: Made the large format plans and drawings, that were stored in the basement of city hall, of city streets, property and land layouts throughout the city accessible in an index-rich and searchable browser environment and provided constituents with web based access to these digitized files.
Public Improvements Commission: Established the environment for managing historical PIC orders and other change requests and drawings.
Office of the Clerk: Replaced and transitioned a manually intensive document management system to a more automated system within ETCETERA® helping to process new and existing business certificates in a fraction of the time it previously required. Improvements throughout the department have had a very positive impact on constituent services, allowing the department to respond immediately to inquiries.
Accounts Payable: Implemented ETCETERA® for all city hall departments, public schools and public library with integration into the PeopleSoft Financial System for invoice processing and access.
Health Benefits Department: Integrated with PeopleSoft employee records, ETCETERA® provides on-demand capture of benefits enrollment and changes for current and retired employees. Their transition to this system provides access to employee benefits files with a click in PeopleSoft, has saved time with streamlining the work and eliminated storage of these documents.
Landmark Commission: ETCETERA® stores the documentation, plans and photographs of over 8,000 historic properties. Maintaining these files in paper form required offsite storage which impacted Landmark staff that required daily access to these files.
Registry Division: Prior to ETCETERA® all registry documents were on paper or microfilm, and birth, marriage, divorce and death records were bound, cataloged and racked. ScerIS provided scanning services of birth record registries and the Registry Division digitizes and indexes these documents providing staff with instant desktop access, reducing the time required for each transaction by minutes and increasing the overall efficiency of the division.