Paperless Open Enrollment

About the Program

Category: Information Technology (Best in Category)

Year: 2016

The County of San Diego’s Department of Human Resources’ Employee Benefits Division is responsible for annual open enrollment for approximately 18,000 County employees. In past years, this entailed manually processing thousands of paper documents. The Paperless Open Enrollment eliminated the need for physical scanning stations, distributed the work of loading records into Documentum cabinets among all nine Employee Benefits staff, and simplified the process to dragging and dropping groups of files into a dedicated folder for documents that need to be uploaded into the system. During the Open Enrollment period which took place Oct. 6, 2014 through Nov. 7, 2014, the Benefits division received approximately 45,000 paper documents that needed to be scanned into the County’s Documentum system. This was a very labor intensive manual process. The Paperless Open Enrollment streamlined this process and reduced the need to process thousands of paper documents and saved thousands of taxpayer dollars in resources.