MONMOUTH COUNTYFORMS PORTAL

Leveraging the lessons learned from the development of the County’s DSMS Portal and the Online Appeal System.

Creating a world where “Monmouth County is always open for business”.

OpenDataNJ Thursday May 15th, 2014

RECORDS INVENTORY MANAGEMENT (RIM) http://crim.co.monmouth.nj.us/

• RIM repository was created to provide the county with a scalable and cost effective environment to store all electronic records in accordance with NJ DARM standards.

• County RIM currently holds 15.3 million pages.• County RIM provides “Electronic Content

Management” (ECM) for other record formats

OPEN PUBLIC RECORDS SYSTEM OPRS http://oprs.co.monmouth.nj.us/

• OPRS was created to provide the public with free access to Monmouth County records

• Designed to “change the way the public intitially interacts with the County” by providing initial “records access” service via internet

APPEAL FILING SYSTEMhttps://secure.njappealonline.com

• Currently in use by Monmouth, Union, Burlington and Hudson counties.

• Completely automates the entire legal process• Provides for unprecedented business

intelligence for decision makers.• Positions custodians to become “transparent”

What is missing from Monmouth County’s Online service offering?

• To take full advantage of the technology to store records (RIM) or provide public access (OPRS) we must first manually convert (scan) the existing paper records and index (type descriptive data).

• To reduce the clerical costs of the current manual process - agnostic technology is needed to provide the submitter with the ability to electronically deliver the records to the County.

• Having records “born digitally” completely avoids the clerical cost of converting paper as well as the cost of indexing images.

PROCESS OVERVIEW• Current Process

• Proposed Process with FORMS Portal

Public submits

paper records

County staff manually scans and

indexes paper records into

RIM

Electronic records

automatically become available

within OPRS

Public electronically

creates record within FORMS Portal

Records automatically

become available

within RIM and OPRS

FORMS PORTAL

• Designed to complete the Monmouth County service process:

Records Submission

PublicAccess OPRS

FORMSPORTAL

RIM RecordsRetention

(move from paper scanning to electronic submission)

FORMS PORTAL OVERVIEW

FORMSPORTAL

• Taxpayers can complete common forms via the FORMS PORTAL• Forms are placed into RIM, data held in database, audit trail retained • Where appropriate, files in RIM are accessible to public from OPRS• Workflow for bi-directional exchange available• Electronic fee payment available• Intended to be a tool available for all County Departments• Intended to provide enhanced public service• Intended to reduce County clerical costs

OPRS RIM