Each of the four ODC offices normally handle the complaints in their own region but with DocuWare in place, staff from one office can be redeployed to work on complaints logged at a neighboring office, without having to physically drive there. This has allowed the ODC to balance its workload among its staff and easily cover employee absences.
When charges are brought against any attorney, the 13 unpaid Disciplinary Board Members act as the judges to determine if and how an attorney should be disciplined. The ODC acts as the Prosecutor and the attorney who wronged someone is known as the Respondent. Using the security and access features in DocuWare, the Secretary to the Board gives the ODC access to filed documents in the case, while other documents remain secure or unavailable. These features allow the Secretary to store all documents for a case in one location while still limiting access, simplifying a complex process.
Once a hearing is complete and public discipline is determined, the Secretary can change an index field, which then allows full access to the final decision and supporting documentation.
For the Finance Director, having an audit trail in place is crucial. Storing and processing all accounting documents from a central repository has eliminated the unintentional role of information gatekeeper. The entire Disciplinary Board staff now has self-serve access to the information they need regarding invoices and payments, freeing up time and energy for other tasks. Invoice approval time has sped up now that invoices can quickly be approved even with busy travel schedules.
The Attorney Registration Office can now easily update and monitor the records of its roughly 100,000 attorneys. All funding for the Disciplinary Board comes from these fees so accurate records are essential.
“Our DocuWare system functions very well, but our relationship with our authorized DocuWare Partner is even better. A strong vendor relationship was very important to us from the outset of the project and we feel lucky to have both a great vendor and a great system all-in-one,” said Hereda.