Check Imaging System

1

• Check Imaging System

2

• OLD CHECK RETRIEVAL SYSTEM

• Microfilm
• - Poor Copies
• - Slow Retrieval
• - Missing Copies

• Indexing
• - AS-400 blip index for current 12 months
• - Microfiche for checks older than 12 months

3

• REASONS FOR CHANGE

• AS 400 obsolete and difficult to maintain
• Need for better quality of copies
• Image technology introduced
• - CD ROM
• - Storage of images on server
• Faster retrieval
• Cost containment

4

• Approach to Finding a Solution

• Engaging Bank Partners
• Researching Check Imaging Systems
• Vendor Presentations

5

• Adoption of a New System

• Request for Proposals Disbursements
• - Specific requirement for imaging
• - Need for more than CD ROM
• - Need for innovative solution
• Evaluation of RFPs
• - FUNB now Wachovia provided complete solution
• - Joint project with Yojna

6

• Features of the New System

• CD ROM Loaded on Central Server at Treasury
• Direct Access to Imaging at Treasury
• Internet Access to Service for Other Agencies
• All Agencies, Including Treasury, Have
  ID/Password Requirement
• Search Capability by
• - Check number
• - Amount
• - Date
• -Account number

7

• Implementation

• New Computer Equipment
• - Using Equipment Already in Process of Being
  Acquired For a Different Project
• Software
• - Provided by Check Imaging Vendor
• - Installation/Training by Vendor

8

• Rollout and Training

• June, 2001 Began in Treasury
• July, 2001 Training for Check-Writing Agencies
• - Employment Commission
• - Social Services
• - Taxation
• - Retirement
• September, 2001 Rollout to Non Check-Writing
  Agencies

9

• Benefits of New System

• Very Clear Images of All Paid Checks
• No Missing Check images
• Much Faster than Current Bank-Provided Systems
• - Five to Fifteen Seconds for Retrieval
• Eliminated Slow Retrieval Process with Microfilm
• Provides the Ability to Send Images via Email
• Can Store Three years of Check Images
• Can be Accessed from Any computer with Internet
  Connection
• Physical space saving

10

• Case Study

• A Virginia Community College needed to comply
  with an audit request. They were notified on
  Friday afternoon that they had to have a large
  number of check copies by Monday. Treasury was
  able to establish an ID and password for the
  Image Retrieval System before close of business
  on Friday. The individual at the college was
  able to access all of the required images of paid
  checks using her computer at home over the
  week-end.

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• Cost Savings

• At Treasury
• - Less man hours required to support internal
  requests
• - Less man hours required to support external
  requests
• At Other Agencies
• - Reduced time involved with handling microfilm
• - Reduced time involved with faxed requests
• Immediate response to personnel working with
  clients in the field

12

• Future Refinements

• Expand Capacity from Current Twenty-Five Million
  Image Capacity
• Take Advantage of Possible New Technology Since
  Original Installation in 2001

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• Questions?