BHA centralizes content and reallocates FTEs to client services with intelligent capture solutions.
The problem
Like many organizations around the country, Bremerton Housing Authority (BHA) in Washington state sought improvements in efficiency to lower its operating costs. Serving multiple departments, more than one thousand contracts, and tens of thousands of units, BHA’s Contract Management Service (CMS) became a ripe opportunity for automation potential with high ROI.
The solution
OnBase, Hyland’s enterprise content management (ECM) platform was vetted, implemented and quickly became a key part of keeping BHA’s Contract Management Services (CMS) division in-line with the housing authority’s mission. OnBase also provided content services functionality across executive offices and IT, keeping content and data in centralized access points eliminating slow file retrieval and document loss.
Beyond a centralized content repository, BHA also desired to capture the documents faster and with fewer people. The housing authority turned to intelligent capture to reduce staff requirements while still meeting its document management needs.
The result
With documents available electronically, staff can refer to previous contract files during contract renewals or reconcile voucher discrepancies. Not only does this solution support good decision-making and accuracy, it also improves client service with faster responses to inquiries. In addition, CMS now captures all of its invoices and reports, making them available through a secure web interface for the Department of Housing and Urban Development (HUD). With one place to go for information, CMS responds to HUD requests and annual compliance reviews more easily.
Empowered by AI-enabled intelligent capture, CMS can capture images of content and automatically index data from multiple file types and formats, effectively making turnaround time quicker and more predictable for users. Documents are captured several times per day, with limited exceptions and successful straight-through processing giving users access to documents sooner — all with reduced human-effort that can be modulated to better serve clients.
Need a Competitive Advantage? Try the KeyMark Advantage.
At KeyMark, we make it our business to know yours, and we have a distinct, time-tested process for implementing and supporting systems like OnBase, capture, and more.
Want to try OnBase and intelligent capture solutions for your business? Tell us about your project goals, and we’ll make some recommendations.
