DocuWare Case Studies Tippecanoe County Moves Toward Digitizing 9 Million Pages a Year

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	Tippecanoe County Moves Toward Digitizing 9 Million Pages a Year DocuWare

Tippecanoe County Moves Toward Digitizing 9 Million Pages a Year

DocuWare

Technology Category	Application Infrastructure & Middleware - Data Exchange & Integration Functional Applications - Enterprise Resource Planning Systems (ERP)
Applicable Industries	Cities & Municipalities
Applicable Functions	Logistics & Transportation Procurement
Use Cases	Public Transportation Management Real-Time Location System (RTLS) Track & Trace of Assets
Services	Software Design & Engineering Services System Integration
Challenge	The Tippecanoe County Clerk’s Office in Indiana, USA, was tasked with maintaining and storing a vast archive of legal, historical, and ownership records. The challenge was not only to store the information but also to provide timely access to it for internal and public use. The county had numerous storage facilities, and most of the records dated before 1990 were stored on microfilm. The process of retrieving a document was time-consuming and could take up to three days. The County Clerk discovered that money was available in the records budget to modernize the storage of records. A plan was developed to gradually transfer the county’s records into DocuWare. Read More
About Customer	Tippecanoe County is located in north central Indiana, halfway between Chicago and Indianapolis. It has a population of 170,000. The County Clerk's Office is responsible for maintaining and storing all types of legal documents. This includes providing timely access to the information for internal and public use. The county maintains numerous storage facilities, and most of the county's records dated before 1990 are stored on microfilm. The County Clerk's Office is tasked with reducing filing time and costs, improving document retrieval, streamlining the flow of information in the court system, and decreasing workplace stress. Read More
Solution	The solution was implemented by Information & Records Associates, an Authorized DocuWare Partner. All 34 county clerk employees, plus the court, probation, prosecutor, and public defender staff now have access to the information stored in DocuWare. The county also has three public access terminals that are primarily used by title researchers looking for judgments that affect property ownership. Court orders were the first records brought into DocuWare. They are now signed by the judges, scanned, and indexed by date and case number. The scanned images are reviewed for accuracy and the originals are placed in storage until they can be destroyed. The electronic court orders are available by mid-morning the next day. The use of DocuWare continues to expand. As a pilot project, the County Clerk made the court that supervises defendants with mental health issues a paperless court. Read More Log in to view content
Contents

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Functional Applications - Enterprise Resource Planning Systems (ERP)

Applicable Industries

Cities & Municipalities

Applicable Functions

Logistics & Transportation

Procurement

Use Cases

Public Transportation Management

Real-Time Location System (RTLS)

Track & Trace of Assets

Services

Software Design & Engineering Services

System Integration

Challenge

The Tippecanoe County Clerk’s Office in Indiana, USA, was tasked with maintaining and storing a vast archive of legal, historical, and ownership records. The challenge was not only to store the information but also to provide timely access to it for internal and public use. The county had numerous storage facilities, and most of the records dated before 1990 were stored on microfilm. The process of retrieving a document was time-consuming and could take up to three days. The County Clerk discovered that money was available in the records budget to modernize the storage of records. A plan was developed to gradually transfer the county’s records into DocuWare.

About Customer

Tippecanoe County is located in north central Indiana, halfway between Chicago and Indianapolis. It has a population of 170,000. The County Clerk's Office is responsible for maintaining and storing all types of legal documents. This includes providing timely access to the information for internal and public use. The county maintains numerous storage facilities, and most of the county's records dated before 1990 are stored on microfilm. The County Clerk's Office is tasked with reducing filing time and costs, improving document retrieval, streamlining the flow of information in the court system, and decreasing workplace stress.

Solution

The solution was implemented by Information & Records Associates, an Authorized DocuWare Partner. All 34 county clerk employees, plus the court, probation, prosecutor, and public defender staff now have access to the information stored in DocuWare. The county also has three public access terminals that are primarily used by title researchers looking for judgments that affect property ownership. Court orders were the first records brought into DocuWare. They are now signed by the judges, scanned, and indexed by date and case number. The scanned images are reviewed for accuracy and the originals are placed in storage until they can be destroyed. The electronic court orders are available by mid-morning the next day. The use of DocuWare continues to expand. As a pilot project, the County Clerk made the court that supervises defendants with mental health issues a paperless court.

Impact #1	The county records staff loves working with DocuWare. They are now able to fulfill record requests in 24 hours instead of a few days, reducing workplace stress and allowing the County Clerk’s office to better serve the people of Tippecanoe County.
Impact #2	Internally, document sharing is much faster and the information can be controlled better, helping agencies throughout the county to run smoother and more efficiently.
Impact #3	With DocuWare, records are never “misplaced“ and can be monitored by a rigid quality control system.

Impact #1

The county records staff loves working with DocuWare. They are now able to fulfill record requests in 24 hours instead of a few days, reducing workplace stress and allowing the County Clerk’s office to better serve the people of Tippecanoe County.

Impact #2

Internally, document sharing is much faster and the information can be controlled better, helping agencies throughout the county to run smoother and more efficiently.

Impact #3

With DocuWare, records are never “misplaced“ and can be monitored by a rigid quality control system.

Benefit #1	Personnel costs have been reduced by 40%
Benefit #2	Productivity has remained constant or even improved as more and more records are stored electronically
Benefit #3	The implementation of DocuWare has allowed the County Clerk’s Office to stop their exponential need for storage space

Benefit #1

Personnel costs have been reduced by 40%

Benefit #2

Productivity has remained constant or even improved as more and more records are stored electronically

Benefit #3

The implementation of DocuWare has allowed the County Clerk’s Office to stop their exponential need for storage space

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Overview

Tippecanoe County Moves Toward Digitizing 9 Million Pages a Year

Operational Impact

Quantitative Benefit