Ops Memo 2014-03: Electronic Document Management (EDM) Release 1 – EDMC Mail Facility Processing Responsibilities

Overview
Effective with BEACON Build 46.1, DTA will implement Electronic Document Management (EDM), Release 1. Release 1 focuses on implementing EDM and DTA myWorkspace (MWS) to facilitate the centralized scanning and distribution of postal mail. The implementation is being introduced through five Operations Memos that provide an overview of the project and detail centralized mail processing, MWS functionality, clerical, case manager and Central Office responsibilities, respectively.

The vast majority of documents that are currently mailed to TAOs and Central Office by applicants and clients (hereafter referred to as clients), such as applications, recertifications and verifications, will be routed to a centralized scanning unit at the EOHHS Electronic Document Management Center (EDMC) in Taunton. The EDMC mail clerks will scan and index documents and make them available in MWS to clerks in the TAOs and Central Office Business Units, who will assign the incoming documents to appropriate staff, as is the current practice.

This is the second in a series of five Operations Memos about EDM, Release 1. This memo provides detailed instructions on the day-to-day processing of postal mail by EDMC mail clerks upon implementation of Release 1.

Operations Memo 2013-61, Electronic Document Management – Release 1 (issued 12/12/2013) introduced the EDM project to DTA staff.

Operations Memo 2014 – 3 A, EDM Release 1 – DTA myWorkspace Functionality (issued concurrently with this memo) provides DTA users with basic MWS functionality and instructions for navigating the MWS software.

Note: MWS functionality descriptions are applicable to the job functions of all MWS users.

Operations Memo 2014 – 3 B, EDM Release 1 – DTA Clerical Staff Responsibilities (also issued concurrently with this memo), transmits procedures to be followed by DTA clerical staff as they relate to the EDM project, Release 1.

Operations Memo 2014 – 3 C, EDM Release 1 – DTA Case Manager and Central Office Business Unit Responsibilities (also issued concurrently with this memo) provides case managers and Central Office Business Unit staff with guidance for processing tasks retrieved from MWS.

Purpose of Memo
The purpose of this memo is to:

• familiarize DTA staff with the EDMC mail clerk responsibilities; and
• introduce MWS as a tool for staff to process documents.