Electronic Document Management Program

About the Program

Category: Financial Management (Best in Category)

Year: 2010

Maricopa County has implemented an enterprise level Electronic Document Management Program (EDMP) which is supported by the establishment of a countywide infrastructure framework and disaster recovery program. The EDMP facilitates the electronic organization, storage, and access of 64 finance related document types that include but are not limited to Payment Vouchers, Invoices, Purchase Orders, 1099’s, Treasurer Cleared Warrants, Grant Entry Forms, Electronic Fund Transfers, Capital Asset forms, and other supporting documentation that are used by all County departments. The program interfaces with their current Advantage Financial System and with a few simple key strokes, many of the 1.3 million images of documents are available for immediate review. This eliminates the need for duplicate hardcopies of documents within each of the County’s 55 departments. The program has resulted in enhanced processes and new County-wide operational practices. While the EDMP has a direct impact on the strategic goals adopted by the Maricopa County Board of Supervisors, this initiative has taken their County closer to evolving into a highly competitive, connected enterprise. As a result of this program, other departments within Maricopa County have identified operational efficiencies including enhancing departmental processes and procedures in relation to converting to a paperless environment.