Washington State Department of Transportation Collision Location and Analysis System (CLAS)

Developed a paperless records system to track every traffic collision in the state, greatly improving accessibility and process efficiencies.

Case Summary
The CLAS system is used to collect, record and track every traffic collision in the state. State, county and city officials use the data generated from the system to analyze and identify high accident locations and to evaluate the effectiveness of programs and laws dealing with issues such as seat belt use and impaired drivers. The system is also the central record keeper for accident reports that are available to citizens, insurance companies, attorneys and other organizations.

The Challenge
In 2000 Washington State Department of Transportation joined Washington State Patrol, Department of Licensing, Office of Financial Management and Traffic Safety Commission to design the basic framework for a new statewide collision records system. Because complete collision data had been unavailable for several years due to the failure of a previous collision records system, there was added urgency to this effort. In 2001 the State Legislature allocated funding for this project. The Transportation Data Office (TDO) needed to stabilize the existing foundation of manual tasks required to process a collision report. The goal was to provide structure and improve efficiencies to its manual workflow.

"The system is surprisingly user friendly, and after 16 months’ use, we have only needed support once.  ImageSource was notified and the issue was resolved the same day."
Warren Stanley, CLAS Administrator – WSDOT

The ImageSource® Solution
The TDO focused on incorporating an automated workflow and electronic image retrieval system to develop “paperless” records. This was accomplished by scanning the collision report forms and creating electronic documents, using Kofax® Ascent Capture software for the front?end indexing of collision reports. To control the distribution of the electronic documents, ImageSource, Inc. developed the complex workflow component using Stellent® Image and Business Process Management software. The workflow determined where and when the electronic documents were routed, staff could then concentrate on analyzing and entering the collision data, rather than trying to physically store and access the paper collision reports.

“WSDOT is pleased, and we are proud. We won a Stellent award for the Best ROI Solution for the application that was up and running in the most efficient manner, with measurable and ongoing results.”
Brian Limotti, Project Manager – WSDOT

The Bottom Line

The scanned images are now the source document rather than the paper forms. The time that used to be spent by staff repeatedly handling, filing and retrieving the same paper form is now spent performing productive analysis of collision reports. What was a cumbersome process of sorting, collating and storing paper files for the more than 130,000 collision reports received annually has become a streamlined process where documents are electronically scanned and routed quickly to the collision analysis staff. The end result is that collision reports are now scanned, indexed and ready for retrieval within 48 hours. The same process using paper files and a microfilming system could take up to two weeks to complete. Collision data feeds are now available to external organizations every 30 days. Cities and counties are now receiving monthly reports that have not been available since 1996.

About ImageSource
ImageSource, Inc. is a leading provider of Enterprise Content Management solutions and integration services. ImageSource prides itself on delivering superior solutions and results to our Customer Partners. Using our Total Lifecycle Solutions© approach we deploy only the very best technology products for our customers. For more information please visit our website at www.imagesourceinc.com.