IVRA 2004

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Global Systems Inc.
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Never
Carry a 25 lb book again!!
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Never
Search through microfiche or microfilm!!
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Do YOU want to

• Search your entire collection from your desk
• With incomplete information from a customer
• Using one or more fields
• First name, last name, date of birth etc.
• Find the correct record in a matter of seconds
• Verify information without hunting through
  original documents
• Resolve issues
• While the customer is waiting
• Correct past errors
• Accept or deny customer request with reliable
  records

possess a convenient solution?
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Would you like to...

• Add records quickly and selectively
• Using image assisted data entry tools
• Accept or reject information
• from hospitals and funeral homes
• Update records easily
• Corrections, adoptions, paternity affidavits etc.
• Nosology details
• Maintain log of changes
• Respond to ad-hoc requests from the Health
  Officer
• Issue reports quickly

possess a comprehensive solution?
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Can make it happen
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What if you have

• Books and ledgers
• Different sizes
• More than one record per page
• Some have one or more half pages
• Some with cursive writing
• Hard to copy
• Can not be taken apart
• Microfiche and microfilm
• Complete?
• Different filming methods and standards
• Additional information
• Submitted on paper
• Filed by county specific method(s)

an assortment of originals
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NO problem!
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GLOBAL SYSTEMS provides...

• Excellent digital images from any original source
• Books / ledgers
• Microfilm / microfiche
• Loose papers
• Ultra High Accuracy database
• Outstanding User Interface

integrated VR solutions
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Even if you have

• Computerized records
• For some recent years
• Different software platform
• MS- Access
• Lotus Notes
• Other
• Partial and inadequate support/updates
• Difficult to extract information
• Manual or semi-automated interface
• With hospitals
• Filed by county specific method(s)

additional challenges
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Dont Worry
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GLOBAL SYSTEMS provides...

• Data extraction and reconciliation from other
  systems
• Interfaces with external systems
• Excellent customer service
• Installation
• Training
• Interim and on-going support
• Adjustable schedule and work plan
• Work at your pace and your way
• Competitive price

customized VR solutions
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Other constraints ...

• Limited computer resources and skills
• Limited budget

are common occurrences
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The most comprehensive Vital Records application
built to date
Designed so you can

• Manage
• Sensitive documents and data
• Links between various document types
• User access rights
• Find
• Search records by various criteria
• Sort by multiple display fields
• Customizable display of search results
• Issue
• Birth Certificate appropriate sizes and styles
• Death Certificate appropriate sizes and styles

Information related to Vital Events
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Chronica Log In

• Administrator controlled access
• User and use management
• Security levels customized per user
• Login history maintained
• Know who and when the system is accessed
• Ability to reset password

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Record Search

• Search By
• Last Name
• First Name
• Middle Name
• Mother Maiden Name
• Year and Month of Vital Event
• Date range for Vital Event
• Define search scope
• Search through
• Birth Records
• Death Records
• Fetal Death
• Set preference for search result

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Search Results
Results! Names Dates Record Type
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Search Results
Graphical representation of document types,
current record, locked and stamped records
Sortable display fields
Easy navigation Jump to a page, first page or
last page
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Record Details
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Record Details
Additional record information displayed
Stamps, if any, are displayed Records flagged
DO NOT ISSUE or DECEASED

• View Comments
• View All Versions
• View the entire revision history and genealogy of
  a record
• View Stamps
• View locks
• Missing Child
• Adoption in process

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Record Tasks
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Record Tasks Corrections
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Record Tasks New Revision
Chronica allows users with the proper
authorization to create new revisions of a
record. Chronica tracks all revisions and
allows only the proper legal revision to be
made.
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Record Tasks Printing
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Record Tasks View, Stamp and Lock

• View certificate print history and requestor
  application
• View changes to record
• View history log of changes to a record

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Record Verification View Documents

• View Record
• See an image of the original document.
  Verification of
• electronic data can be done almost
  instantaneously.

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Record Verification Using View Record
Verify electronic data with information from the
original document
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Correct/Edit Record and Images
Image assisted data editing and data entry Add
or edit data while viewing the image
Faster entry with greater accuracy
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Print Birth Certificate Step 1 Requestor Info
Capturing Requestor Information
Image of signed original document can be kept for
security purposes
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Print Birth Certificate Step 2 Select form size
and Qty
Multiple copies and combinations of sizes can be
sent to specific printers
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Print Birth Certificate Step 3 Verify and Print
Verify requestor, type, quantity and name on the
certificate
Certificate is previewed before printing to help
eliminate printing errors

• Certificate is verified and printed
• Issuance of certified copy recorded and tracked

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Stamp/Unstamp Records
Ability to stamp records and associated images

• Only authorized users can stamp and rollback
  stamps

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View Record history Compare Record versions

• Compare history of entries and revisions for each
  record

• Each record and image revision noted with change
  date, time user id

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New Records added from paper or EDI
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New Record data entry assisted by image zoning
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Why do this?
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Improve

• Productivity
• Spare critical talent from avoidable work
• Accuracy
• Ensure ALL records are accessible
• Ensure ALL records are interconnected (e.g. birth
  adoption)
• Ensure ALL data entry processes foster accurate
  record keeping
• Security
• Protect Vital Records from loss
• Prevent identity theft
• Sustainability
• Create, maintain and grow Institutional Memory
  not individual memory

in all facets
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Prevent ...

• Loss of Vital Records
• Man made or natural disasters
• Abuse of information
• Identity theft
• Loss of precious knowledge
• Locked in the heads of the VR professionals
• Loss of
• Inadequate communication with state and federal
  agencies
• Confusion caused by inconsistent data

additional pain
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We can we help you...

• Improve safety and security
• Improve service gt Reduce customer wait
  time
• Improve quality gt Accurate response
• Improve efficiency gt Better time management
• Improve the future of our past
• Create Institutional Memory

preserve the past and secure the future.
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Need to know more About us??
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• Indiana company
• Started by a GE executive in 1995
• 80 of revenue from repeat or referred customers
• Currently serving
• 9 Indiana counties for Vital records
• Many other regional and national customers
• State of the art equipment
• Experienced and talented staff

proud to be a Indiana company
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• Counties currently using or transitioning to
  Chronica
• Allen
• Fayette
• Howard
• Kosciusko
• Porter
• Greene
• Steuben
• Tippecanoe
• Wells

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• 100 guarantee
• Confidentiality
• Quality
• 100 Commitment to Customer satisfaction
• Service
• Support

does IT (Information Transformation) right
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Call 260-747-8901
Global Systems Inc.