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PSS Finance office to go paperless
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Posted on Jul 23 2005
Operations within the Finance Department of the Public School System will soon go paperless, eliminating redundant paper documents in the department.
PSS director of finance Richard Waldo said his office would go paperless by producing documents such as purchase requests and purchase order forms from a single machine with less paper requirement.
Waldo disclosed the upcoming project in connection with his report on the daily operations of the accounting and finance office inside the Education office building.
“We spend a lot of money in paper,” Waldo said.
With the paperless plan, he said everything would be set up electronically. The system would create workflows to route documents for review, approval, publishing, or acknowledgement without intricate programming.
The Finance office will be using the existing equipment—a Xerox WorkCentre Pro 65 that the office has been using since last year. Waldo said the machine would be utilized as the central data distributor to the network. He said all PSS offices would be connected to the system.
“It will be a document sharing system,” he said.
Waldo said the vendor would provide the document sharing solution for free.
With document sharing, all PRs and POs would have digital signatures and would be approved before heading to the general ledger, said Waldo.
“This will save us a lot of money,” he said.
He added, though, that the project would only start sometime in October.
The solution will dynamically capture, manage, share, and deliver information regardless of information source, corporate infrastructure, or user skill level or location.
In terms of security, Waldo said the system has multi-levels of security that would provide explicit access to any content wherever it is stored on the system. There would be user or group-managed collaborative spaces that give identified project teams easy access to content and information.
