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Digitizing the Town of Windham with DocuWare
Technology Category
- Infrastructure as a Service (IaaS) - Cloud Storage Services
Applicable Industries
- Cities & Municipalities
Applicable Functions
- Business Operation
Services
- Cloud Planning, Design & Implementation Services
The Challenge
The Town Clerk’s Office of the Town of Windham, with its 300 employees, was responsible for storing and maintaining all records for the town’s departments. This included processing and storing documents for its 16,000 residents, such as motor vehicle and boat registration, hunting and fishing licenses, census upkeep, and marriage, birth, and death certificates. The office also maintained election and voter records, board meeting minutes, and historical documents, adhering strictly to the state’s regulations on proper retention of records. The records were stored in physical form, in labeled cardboard boxes stacked on metal shelves inside a vault room. The staff manually filed and searched for records, spending 7 to 10 days a month on organizing papers.
About The Customer
The Town of Windham is a municipal government entity located in the United States. It has a population of approximately 16,000 residents. The Town Clerk’s Office, with its 300 employees, is responsible for storing and maintaining all records for the town’s departments. This includes processing and storing documents for its residents, such as motor vehicle and boat registration, hunting and fishing licenses, census upkeep, and marriage, birth, and death certificates. The office also maintains election and voter records, board meeting minutes, and historical documents, adhering strictly to the state’s regulations on proper retention of records.
The Solution
When a state law approved electronic record keeping, Town Clerk Nicole Bottai launched a digitizing project to manage and retrieve records faster and more efficiently. She selected DocuWare for its flexible cloud capabilities, great online reviews, and a proven easy learning curve. With DocuWare in place, Bottai and her co-workers can retrieve many documents within five minutes. Using the DocuWare Printer function, the staff can automatically “print” a document to the DocuWare system — and then easily index and store it, eliminating hand filing. The office scanned and saved existing public records, including election records, meeting minutes, town reports, appointment paperwork, and legal cases. The staff currently store about 26,000 documents in DocuWare. The Town Clerk’s Office aims to bring all departments online with DocuWare to better service both constituents and the Community Development Director.
Operational Impact
Quantitative Benefit
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