Data and Labeling Requirements

RCAP required a replacement to a legacy application that was specifically designed to originate and manage physical files and records for Public Housing Assistance, and Rental Assistance for Private Housing.

RCAP participates in multiple State and Federal Programs with differing objectives and differing requirements to qualify. With the various programs are a series of Sub Programs to direct funding and assistance to granular segments of those needing housing assistance.

In the physical filing system, this translates to a menu driven color coding that allows a large amount of files to be managed in end tab folders on moveable shelving.

As each client and each file must present as qualifying for one or more of the programs, a data entry method that creates only valid files was required, This requirement was accommodated by creating “Conditional” drop down menus for Programs, then altering the Sub Programs (where applicable) to present only compliant choices.

In addition to complex file typing, the label and the database also needed to capture names of applicants. These names were then utilized to create the primary color coding in the filing system by last name, within each file type. Additional information captured as text was

  • Date of move in
  • Date of Birth
  • Housing/Apartment Complex or Project

RCAP required two record types

  • Client Services
  • Rental Assistance

Some clients were served under both types of Service and some clients were served under 1.  The ability, then to cross reference clients based on singular or joint service types was required.

Records Management and Tracking Requirements

The records within the RCAP facility were consolidated to a single filing system and a conversion of existing records data was performed to end tab file labels, where existing records were relabeled and re-shelved a process known as a “file system conversion”.

As part of the process, records were assigned a home location of Fileroom. RCAP staff requiring access to client files, are provided access to the filing system via the RMS and a named user. Named users are provided access to the client files via the Simplicity RMS.

As the system required multiple options for incoming and outgoing files, a three tiered method was created

  • Fileroom walk-ins could have files checked out to the, or could walk in and have files checked back in
  • Users on the RMS can look up files, request the file via the RMS and files are delivered to the user requesting the file.
  • Users can transfer files between them

As the system accommodates remote requesting a notification, queue and My Files view was created.

For incoming requests, notifications are delivered through the RMS user interface and to assigned users within a defined File Room user group to the email address of the users within that group.

File check out requires a

  • Reason Code
  • A Date for the File To Be Returned
  • A user or named Location to which the file is Assigned

These functions are nested within the File Room user group. As requests are made, a live list of file requests is built. If a user requests a file that is already checked out, then a notification is sent back to that user indicating that the file is OUT, and to whom it has been checked.

Notifications also go out to users and the File Room Group, when files are out passed the time for them to be returned. As files are checked back in, the list of requests is searched and any existing request for that file will automatically report to prevent the record from being refiled and duplicating effort. All files are tracked in the Checked Out queue which is searchable and from which reports may be issued.

The complex and active nature of the RCAP requirements allowed the RMS to be configured in a manner which allowed immediate visibility into the location of each record, sped up file distribution and return. In addition through application of the rules based workflow allowed each member of the RCAP staff more immediate access to mission critical record data, which sped service delivery to clientele.

In addition to the workflow support in managing and tracking status and destruction, the RMS provides

  • Records Check in / Check Out to Assigned Locations for tracking purposes
  • Reporting on Record and User Histories for Chain of Custody and compliance
  • Tracking of all Checked Out Records in a single, searchable and reportable location
  • Document attachment and scanning
  • Print Queuing of Records Data for split entry/label print
  • Multi Level User System for task assignment

The RMS at RCAP is currently deployed as the primary HR Files tracking and management system.