Department of Utilities

Organizing service requests, grievances, statements, payments, legal files, plus managing all utilities department correspondence can overwhelm even the most efficient office.  Combined Computer Resources, Inc.’s Utilities Records Document Management system (URDM) centrally organizes, manages and consolidates all information and records related to City and County Utilities and Services departments.  Everyone from appraisers to clerical workers to supervisors will benefit from the on-line, instant access to information provided by the WinOcular URDM.

WinOcular combines scanned documents, electronic correspondence, MS-Office documents –ALL data types, into objects that are filed, organized and stored in the URDM system.  This means that you can retrieve and view all documents and information in seconds.  Whether the document is and image of a citation, legal document, or correspondence such as letters or faxes, all of the information can be centrally organized and managed within the WinOcular system.

The status of any utilities issue, is a mouse click away.  Simply enter the clients name, location, account number, meter reading, cycle (or whatever criteria is appropriate to your search!) to retrieve a list of all documents and related information.  You’ll instantly receive a list of all images and documents associated with the issue and then can view or print the documents as appropriate. 

The electronic access to all case data makes it easy to resolve issues –all the facts and documents are at your fingertips and you never need to refer back to the original files and the Attachments feature allows you to add electronic post-it notes to each file.  This makes it easy to keep others updated regarding details pertaining to the document, file or image

Features:

• Variable user-defined index fields by subject type
• Field validation for critical index fields
• User-defined Subject & Document types
• Powerful queries using index fields with Word-In-Text (WIT) searching
• Save queries for use at a later time
• Record storage in standard Image File Formats along with Word Processing & text formats
• Microsoft Windows NT, 2000 and XP operating environment
• SQL compliant database
• High Speed Image printing
• Document archival to File Server, Tape, CD-ROM, DVD-ROM, DVD-RAM or other optical media

Benefits:

• All utilities and service records are collected into one database easily accessed by multiple users
• Simplifies the search and retrieval of all records and associated files and documents
• Advanced search technology allows field-based and context-based searches that actually read the text of OCR/ICR’d documents and all other attached files.
• Clerical time required to scan and index items is less than half of that required to manually file and retrieve folders of information
• Folders cannot be lost or misfiled
• Guards against losing or misplacing individual documents
• Enhanced security levels protect documents from unauthorized users
• Eliminates the burden of paper storage
• Integrates with all other WinOcular products
• Customization available to tailor to your specific needs