Recently a Voter Registration Records Manager at a County Government office asked me if there was a way that we could scan all of their Voter Registration Records. Searching through 100s of drawers of these records was using up a huge amount of employee time. These records have long retention periods and were currently stored in paper files. When a voter/customer needed to research their records the county voter registration staff had to look up their registration number and then look in the file drawers to find the paper file. Mis-files were a huge problem and in some cases, the files could not be found. Resources and delaying delivering these records to the voters. The answer to the problem was to scan all of these records and store them in an Electronic Content Management system (ECM).
Here is how we solved the problem for the county:
Steps in the process:
1) A complete inventory of the files was created.
2) A cost proposal was presented to the County commissioners for approval.
3) The documents were boxed up and moved to our scanning center.
4) The files were prepared for scanning and scanned on our high-speed scanners.
5) Indexing was accomplished using the database information from the county’s voter registration system.
6) The scanned documents were uploaded to a cloud-based Electronic Content Management (ECM) system.
7) The ECM system was linked to the voter registration system allowing the county staff to retrieve the files without having to log into the ECM system.
7) The scanned files were returned to the county for long-term storage.
Benefits of the solution:
- Retrieval times were reduced from hours or days to minutes
- Staff utilization was target to more valuable tasks
- Customer satisfaction rates were greatly improved
The Cost versus Value Decision:
The cost versus value decision was simple for the agency. These files had to be protected and a disaster recovery strategy was implemented. The digitization of the maps, plats, and drawings and the cloud storage solution solved their issues.
Contact us for help:
If you would like to learn more about our large format record scanning or the other record digitization strategies that we have developed for our clients please give us a call or email us, we will be glad to help you.
ECM Today! (833) 227-6552
Email: [email protected]
Website: www.ecmtoday.com
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