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IMAGES OF THE PAST AND IMAGES OF THE PAST AND FUTUREFUTURE
Donna Calabrese
Director, Office of Vital Statistics
Center for Health and Environmental Statistics
Kansas Department of Health and Environment
Kansas Vital Statistics at Kansas Vital Statistics at CrossroadsCrossroads
Archaic SystemSlow processesOverworked staff High employee turnoverWorn Out EquipmentMinimal Computerization
Old Record Retrieval ProcessOld Record Retrieval Process
• Keyed Requests into Accounting System– Paper clipped receipt with application & placed
in plastic tub (divided by birth, death, etc.)
• Manual search for certificate entry – Database– Microfiche strips– Entries in hardbound books
Certified CopiesCertified Copies
• Located & made certified copies of record• Produced photocopy of record
• On-site paper files• Microfilm reels• Retrieved from off-site storage
• Checked certificate for legibility• Trimmed, date stamped, and applied raised seal and certification statement
A Necessity for ChangeA Necessity for Change
Customer Request Turnaround Time – 5 to 6 weeks– 47 Customer complaints daily
Deteriorating Microfilm– Redox: Chemical oxidation reduction– Emulsion: Light-sensitive coating wears away
Options ResearchedOptions Researched
What have others done? Do your homework Use vendors as initial consultants
We chose Optical Disk Imaging– Took two tries to get it approved
Hired expert for evaluation of needs Changed statute to allow production of certified copies from
Optical Disk Imaging System
Project DefinitionProject Definition
Based on time and cost restraints– Most commonly requested records
Births: 1925 through present Deaths: Implementation forward Marriages: Two years after implementation forward Divorces: Two years after implementation forward
– Total of around 3 million records
Conversion ProcessConversion Process
Database conversion to mainframe (AS400) – Recent conversion to Oracle– Additional data was added to database as more DASD
(memory storage device) was obtained
Hired a vendor to convert records to optical disk– Three year project– Current project to add remaining births (1911 – 1924)
Imaging CapacityImaging Capacity
Optical juke box (OSAR) holds disks with images Maximum image capacity dependent on size of
OSAR, image size, and disk density– Old platter: held 2.6 gig each, around 45,000 images on
each– New disk: holds 5.2 gig each, around 67,500 images on
each OSAR capacity is 238 disks
– Total capacity of over 16 million images– Currently have 4.5 million images
Current Imaging ProcessCurrent Imaging Process Births
– Automatically numbered by new web-based system– Staff check original certificates– Issue only images of birth certificates
No abstract issuance of births
Deaths– Funeral homes have option of accessing system to create
and print their portion of certificate– Receive original certificates, assign numbers
Certificate placed in printer for number and bar code
– Nosologist adds cause of death code– Print abstracts of deaths to avoid 2-page certificate
Can issue image copy
Marriages & Divorces– Web-based system allows records to be filed
electronically Changed law accordingly
– Due to a “Full Court” system, only 3 counties file electronically
Issue both images and abstracts
Committing ImagesCommitting Images Batches of records (around 100 in each batch) are
scanned Scanned images are committed to FileNet© Imaging
System using an internal processing program– Stored in TIF images– Tied to certificate number in database through internal
workflow called “indexing” Certificate number ties database record and image
together– Additional document IDs
Tie related documents to the appropriate certificate Print separately
Automated SearchAutomated Search
Customer request is keyed Prompts database search based on specified
criteria If database match is found, prompts an optical
disk image search If image is found, certificate prints automatically
(if not found, request routes to a work queue) Only the open, issuable, certificate prints
Security on ImagesSecurity on ImagesSecurity checks conducted automatically
– System looks for image– System checks for protection on image– System checks for authority level of protection– System checks for authority level of user
Each document can be protected– Nine protection reasons– Five levels of authorization
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