Archive for the ‘Records Management’ Category

Setting up a new scanner

Thursday, September 2nd, 2010

Below is the s1740 Capture System from Kodak. We’re prepping and setting it up for delivery to a customer site.

Designed to eliminate costly document pre-sorting and post-sorting, the KODAK s1740 Capture System includes a fully integrated high-speed document scanner with inline document separation capability, and the controlling software to make it all happen.

  • Typical applications include centralized batch scanning for customer service, magazine subscriptions, payment and invoice processing, mailroom operations, and others
  • Automatically post-sorts documents into 2, 6, 8 or 12 pockets based on content (barcode, MICR, format or OCR) or document attributes (size, shape and more)
  • Outputs up to six different images (color, grayscale and bitonal, both front and back) from just one pass
  • Handles intermixed document weights, orientations and sizes from credit card slips to legal-size paper
  • Real-time encoding of MICR data and imprinting of up to three barcodes on every document to keep pages from the same file together (with optional accessories)

Records Problems at Arlington National Cemetery

Thursday, September 2nd, 2010

An Army report notes that the remains of more than 200 troops were misidentified or improperly buried at the military’s premier resting place.

Aggrieved family members, veterans groups and members of Congress are all asking the same question: How could officials at Arlington — the hallowed final resting place of presidents, generals, astronauts and troops that fought in conflicts going back to the Civil War — let this happen?

The Veterans of Foreign Wars believes one explanation could be an antiquated record-keeping system that is used to keep track of the 330,000 servicemembers buried at the sprawling cemetery.

Cemetery officials use handwritten, 3-by-5 index cards to track the graves and maps of the cemetery are sometimes inaccurate, according to an Army report released last week.

From 2002 to 2009, officials at Arlington awarded more than 35 contracts valued at more than $5.5 million to help digitize records — an effort that largely failed, according to the report. Army investigators said the lack of an automated system contributed to repeated mistakes in the interment process.

“This is the year 2010,” said Joe Davis, a VFW spokesman. “Electronic record-keeping is not a new thing. This is off-the-shelf technology.”

By comparison, the Department of Veterans Affairs has automated records for its 131 cemeteries in 39 states and Puerto Rico. The VA has a website that allows users to locate graves using basic biographical information of a veteran, Katie Roberts, the VA press secretary, said Sunday.

The VA introduced its online grave locator in 2004, spokesman Drew Brookie said.

Perhaps further complicating matters is the spike in demand for Arlington burials, said Robert Fells of the International Cemetery, Cremation and Funeral Association, a trade group.

Troop deaths in Iraq and Afghanistan and rising numbers of veterans dying from World War II, Korea and Vietnam have forced delays in Arlington burials of up to six weeks, the Army report said.

The Army said Arlington held 2,740 funerals in 1972. Now, it handles 6,400 services annually.

Still, digitizing could have helped avoid mistakes, Fells said. “It’s much easier to save them on a computer,” he said.

Former Navy aviator Dan Coffman, who was visiting the cemetery on Sunday, said the mistakes were unforgivable and the mismanagement astounding. The cemetery’s superintendent, John Metzler, announced before the report was made public last week that he will retire July 2.

“I know the politicians love to play the blame game, and I’m always critical of that,” said Coffman, 77, after touring the cemetery with his wife and daughter. “But in this case I am not. I hope heads start rolling.”

After visiting her father’s grave on Sunday, Megan Timmons-Nies, 39, said she’s unsettled by the problems at Arlington, a place her dad first took her only two weeks before he died.

Her mother, Margaret Timmons, said she still wants to be buried with her husband at his plot in Section 66. Timmons-Nies has called cemetery officials and asked them to confirm that it is, indeed, her father who has buried under his headstone. “It’s a little unnerving or unsettling to think you can be buried with someone you think is your spouse but may not be due to what they refer to as mishaps,” she said.

Source: USAToday.com

VFW worker shreds files

Wednesday, August 18th, 2010

George Wincapaw is a 63-year-old Vietnam War Veteran who has suffered multiple heart attacks. In filing claims, the Veterans benefits Administration office made requests of him for copies of medical records he had already submitted.

Upon investigating, he found that dozens of his files were missing, due to an employee from the Veterans of Foreign Wars (who has since been fired) who had been destroying records. The employee had made a unilateral decision to go paperless.

“I would never have found out myself other than by accident,” said Wincapaw, who had missing from his file more than 100 pages of records related to his heart condition and pending benefit claims.

The Veterans of Foreign Wars is one of several accredited, independent organizations that can act on behalf of veterans and are given power of attorney by veterans to deal with their claims.

Steve Lawrence, speaking for the group, admitted that Lee Guerrero, who represented veterans on their claims, was fired in August 2009 for shredding all of their claimant files in the VFW service office.

He did not keep electronic copies of the documents, either.

According to Lawrence, subordinates tried to object, but Guerrero continued with his plan and eliminated the majority of the claims files, with the exception of some claims on which the VFW was actively working.

“He just thought going paperless meant getting rid of the files  . . . It cost him his job as soon as we found out about it,” Lawrence said.

In 2008 the VA Office of Inspector General audited all the regional VA offices around the country and revealed approximately 500 documents that could have affected veterans’ benefits claims were improperly placed in shredding bins in two-thirds of the then 57 locations. The bulk of the problem occurred at four VA regional offices, and the Milwaukee location was not considered to be a problem.

This precipitated stricter rules and tightening of controls on shredding across the country.

Source:

JSOnline.com