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Digital Transformation of Town of Oakfield's Document Management System
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
The 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 The 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.
The 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.
Operational Impact
Quantitative Benefit
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