DocuWare Case Studies Digital Transformation of Town of Oakfield's Document Management System

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	Digital Transformation of Town of Oakfield's Document Management System DocuWare

Digital Transformation of Town of Oakfield's Document Management System

DocuWare

Technology Category	Application Infrastructure & Middleware - Data Exchange & Integration Infrastructure as a Service (IaaS) - Cloud Computing
Applicable Industries	Cities & Municipalities
Applicable Functions	Business Operation
Use Cases	Digital Thread Process Control & Optimization
Services	Cloud Planning, Design & Implementation Services System Integration
Challenge	The Town of Oakfield, established in 1842, was manually filing and retrieving its official documents and records. This method required additional physical space, with a price quote to add a records retention room being $300,000. The record-keeping personnel relied on their senior council members to guide them as to what day/month/year certain documents may be filed by. This system, based on human memory, was tedious and antiquated, and needed to be replaced by a modern digital one. Read More
About Customer	The office of the Town of Oakfield was established in 1842 and serves a population of 5,000 citizens. The town's government offices were manually filing and retrieving its official documents and records. The record-keeping personnel relied completely on their senior council members to guide them as to what day/month/year certain documents may be filed by. The town's office staff currently stores over 40,000 documents in DocuWare’s electronic file cabinets. Approximately 300 new documents are scanned and stored each month. This includes records from the three town cemeteries, vouchers, and highway and inventory data. Read More
Solution	The Town of Oakfield implemented DocuWare, a secure document management system with automated workflows. The system was integrated with Business Automation System (BAS), a system used by town clerks across the state. This integration allowed the town clerk to create a voucher in BAS, print it directly in DocuWare and send it through an automated workflow in DocuWare to the town board. Once the town board reviewed and approved it, the voucher was sent back to the town clerk. The entire process is now fast, 100 percent paperless and fully automated. Another feature of DocuWare is Intelligent Indexing, which instantly identifies the most valuable information on a document and converts it into well-structured data. Read More Log in to view content
Contents

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Infrastructure as a Service (IaaS) - Cloud Computing

Applicable Industries

Cities & Municipalities

Applicable Functions

Business Operation

Use Cases

Digital Thread

Process Control & Optimization

Services

Cloud Planning, Design & Implementation Services

System Integration

Challenge

The Town of Oakfield, established in 1842, was manually filing and retrieving its official documents and records. This method required additional physical space, with a price quote to add a records retention room being $300,000. The record-keeping personnel relied on their senior council members to guide them as to what day/month/year certain documents may be filed by. This system, based on human memory, was tedious and antiquated, and needed to be replaced by a modern digital one.

About Customer

The office of the Town of Oakfield was established in 1842 and serves a population of 5,000 citizens. The town's government offices were manually filing and retrieving its official documents and records. The record-keeping personnel relied completely on their senior council members to guide them as to what day/month/year certain documents may be filed by. The town's office staff currently stores over 40,000 documents in DocuWare’s electronic file cabinets. Approximately 300 new documents are scanned and stored each month. This includes records from the three town cemeteries, vouchers, and highway and inventory data.

Solution

The Town of Oakfield implemented DocuWare, a secure document management system with automated workflows. The system was integrated with Business Automation System (BAS), a system used by town clerks across the state. This integration allowed the town clerk to create a voucher in BAS, print it directly in DocuWare and send it through an automated workflow in DocuWare to the town board. Once the town board reviewed and approved it, the voucher was sent back to the town clerk. The entire process is now fast, 100 percent paperless and fully automated. Another feature of DocuWare is Intelligent Indexing, which instantly identifies the most valuable information on a document and converts it into well-structured data.

Impact #1	The town no longer needed physical space for record retention, saving over half a million dollars.
Impact #2	The integration of DocuWare with Business Automation System (BAS) added to the speed with which the staff embraced DocuWare solutions.
Impact #3	The entire process of creating a voucher, getting it reviewed and approved by the town board, and sending it back to the town clerk is now fast, 100 percent paperless and fully automated.

Impact #1

The town no longer needed physical space for record retention, saving over half a million dollars.

Impact #2

The integration of DocuWare with Business Automation System (BAS) added to the speed with which the staff embraced DocuWare solutions.

Impact #3

The entire process of creating a voucher, getting it reviewed and approved by the town board, and sending it back to the town clerk is now fast, 100 percent paperless and fully automated.

Benefit #1	Saved over half a million dollars by not needing physical space for record retention.
Benefit #2	Stores over 40,000 documents in DocuWare’s electronic file cabinets.
Benefit #3	Approximately 300 new documents are scanned and stored each month.

Benefit #1

Saved over half a million dollars by not needing physical space for record retention.

Benefit #2

Stores over 40,000 documents in DocuWare’s electronic file cabinets.

Benefit #3

Approximately 300 new documents are scanned and stored each month.

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Overview

Digital Transformation of Town of Oakfield's Document Management System

Operational Impact

Quantitative Benefit