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MaxxClerk – Municipal Clerk Licensing


If you have documents that need to be passed between departments or associates, MaxxClerk passes the files in a quick, secure fashion.

MaxxClerk features an easy to design workflow to route documents to the appropriate departments or associates. Once scanned or filled out as electronic forms, the file is completely electronic. Documents may be edited, notes can be added to them and other documents easily linked to the file. The processing of documents takes place on the computer screen. MaxxClerk immediately notifies the appropriate department staff by email that there is a new request requiring a certain action. The department clerk will have access to the documents right on their desktop – there is no need to transport paper files. Once the department clerk has completed their action, the request can be accepted or rejected. Depending on their choices, the document is routed through the workflow accordingly.
Licensing and Permits

With MaxxClerk in place, the process of approving and granting licenses to applicants is quick and easy. Requests for licenses are scanned (or filled out as electronic forms), indexed and entered into a workflow queue for processing. The documents are then routed to the appropriate clerk(s) to begin the granting process. Documents may be edited, notes can be added to them and other documents easily linked to the file. Once the licensing department clerk has completed the file, it can be routed to other people or locations with the click of a button. Once the department clerk has completed their action, the request can be accepted or rejected. Depending on their choices, the document is routed through the workflow accordingly.

Human Resources

The Human Resources department deals with a wide variety of documents, most all of which contain personal and private information. It is essential that organizations properly secure and manage this information in order to comply with legal regulations and to avoid lawsuits. With MaxxClerk, securing applicant, employee and corporate data is easy.

As new resumes and applications arrive, MaxxClerk can be both the database and the filing cabinet. Using the index fields in MaxxClerk, the key skills of an applicant can be listed and searched quickly, presenting a short list of applicants instantly. The, with a simple mouse click, the resume can be displayed or emailed to the hiring manager.

Once hired, MaxxClerk makes finding all subsequent information regarding the employee a simple process as the documents share the same index values. Pulling up a vacation request is simply a matter of entering the employee name and the document type (vacation request). This is much quicker and easier than rooting through filing cabinets. MaxxClerk can also act as a repository for corporate forms, such as employee handbooks and insurance claims.

MaxxClerk also improves document security. Only those with login credentials to MaxxClerk can access the documents. As a result, if an unscrupulous employee finds themselves alone in the HR office they still won't be able to access the document or chance seeing something left out in the open.

Finance and Tax Center

As with any finance and accounting department, there is a great deal of documentation around the tracking of income and expenditures. Detailed reports need to be made available to city councilors and the general public about income, purchases and savings. With MaxxClerk as your document and workflow backbone, managing the finance department has never been easier.

Using MaxxClerk Enterprise to process incoming and outgoing documents is simple. MaxxClerk captures documents from any source (scanner, fax server, email, network folders and any of your departmental LOB applications) and sort them immediately according to your policy and standards. The documents are then routed according to your document workflow for approval and payment.

MaxxClerk workflow dramatically reduces the need to shuffle paper and virtually eliminates lost or misplaced files. For instance, AP invoices are scanned and immediately routed to the various department managers for review and to authorize payment. The managers create and attach vouchers to the invoices with related backup documentation and send the completed documentation to the Comptroller's office for processing and payment. All of this is done without shuffling any paper between offices. Moreover, staff can track all documents in the workflow, locating bottlenecks and making adjustments to work load to ensure speedy processing. And because payment processing is more efficient and faster it will be easier to take advantage of quick payment discounts.

While MaxxClerk can capture invoices, journal entries and other reports from your financial application it can also retrieve stored documents from within your accounting application without the need to switch between applications. Working with static documents and your financial software has never been easier.

Emergency Services

Accident, fire and crime reports filed by citizens and emergency responders are just the beginning of the documents that city emergency services have to control. As incidents are investigated, more and more documents are added to the ever-growing pile. File rooms expand, costing more and more. MaxxVault eliminates the costly storage and puts the documents at the finger tips of investigators, attorneys and those involved quickly and efficiently.

When complete, incident reports containing a barcode (indicating the incident/case number) are scanned into MaxxVault. The case number is auto-populated into the index fields, linking the image to the case management system for instant retrieval when needed. The documents themselves are entered into the appropriate workflow for processing. Subsequent documents related to each case can easily be added and linked to form a complete package. These documents can include scanned images, electronic office application files (Microsoft Office, etc.), web forms or even photos emailed from smart phones. All case documents are available to staff in the office or out in the field via web access. In addition, case files are easily shared with insurance agencies and attorneys via web access or can be found and sent quickly via email. There is no need for extra copying or shipping of documents.

Council Chambers

Cities and municipal governing bodies have to deal with financial, legal and social matters. To reach decisions involves a great deal of information, planning, discussion, review and compromise. While in the council chambers, council members may need access to information in reports, studies, emails, proposals, etc. that they may not have with them. MaxxClerk puts the full breadth of city documents at the fingertips of councilors or their staff right from their laptop. With a quick index or full text search, the required document can quickly be presented or even emailed to the other council members immediately.

With MaxxClerk's Version Control tools, changes can be made to all documents – including Council meeting agendas – right up to the last minute. Each change by each user is tracked and saved. Since the latest version is accessed by default, when Council agendas are published there can be no doubt that it is focused on the most pressing matters. Should an item cut from the agenda need re-instatement, with MaxxClerk it is a simple thing to call up the older revisions to restore the missing items.

Facilities Management

There is a great deal involved in managing public buildings and spaces. Plans, reports, and schedules all need to be carefully tracked. Each venue requires annual inspections, health and safety audits, and weekly maintenance reports. Many also have rooms or sporting facilities available for the public to rent. In other words, managing facilities also means managing a great deal of paperwork.

With MaxxClerk, managing this paper flow has never been easier. Annual safety and fire inspection reports can be filed directly into a MaxxClerk workflow where they are immediately sent to management review and sign off. Likewise, regular maintenance logs and reports can be scanned and entered into the MaxxClerk system from a small scanner in the maintenance department of each building. Because MaxxClerk allows for searching by index fields and document text, it is easy to find specific documents. In one quick search, all of the documents related to a specific incident may be retrieved. For example, in the case of graffiti vandalism, the police report, cleaning supplies ordered, photo of the damages and maintenance report would all be quickly found by index value or content. Additionally, MaxxClerk can be linked to your ERP or Computerized Maintenance Management system for immediate access to supporting documents.

Many public facilities are also available for public and semi-private use. Signed rental and lease agreements can be scanned for immediately routing to the clerks responsible for scheduling and ensuring payment has been made. And if there is a problem, the rental agreement is easily retrieved for fast dispute resolution.

Housing Authority

Housing and Community Development oversees and coordinates all affordable housing programs, both rental and ownership, and all community development activities. Responsible for HUD and Section 8 program administration, implementation, and budget compliance, the department maintains records of the program participants within the system. In order to become eligible for the Section 8 program, participants must apply and go through an annual approval process. The program application and registration files contain highly sensitive documentation such as birth certificates and other forms of identification, proofs of income, and proofs of residency. Prior to each participant's expiration date, the Housing Authority requests specific information and documentation to determine eligibility for the next year. Because of the sensitive nature of this documentation, security is vital. Local government entities entrust MaxxClerk with their document security and integrity. By scanning and saving each participant's documentation in MaxxClerk, security can be set for only authorized users. The Housing Authority can rest assured compliance is met and participant data is safe under MaxxClerk's "lock and key" security.

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