DocuWare Provides Big Cost Savings for the Small Town of Henrietta

The Town of Henrietta, New York is home to 45,000 people, retaining its small-town feel as a wonderful place to live, work, and play. As the Town grew in size, the volume of documents it needed to manage also grew. Documents were filling onsite and offsite storage facilities at a costly pace. Overall, access to paper-based files was tedious, expensive, and took up valuable space.

The Town knew they needed a document management system that could solve their paper-handling problems and eliminate the storage boxes piled in every spare corner in their office. However, they needed a solution that could be integrated with important software applications they use, such as RPS, the New York State Real Property Tax System, and BAS' Municipal Clerk Licensing System. Due to the nature of the programs they wanted to integrate, they needed a solution that could be customized through its own Software Development Kit (SDK).

An Authorized DocuWare Partner worked with the Town’s IT team to implement DocuWare and develop a streamlined system perfectly suited for the Town’s specific document management needs. A fleet of Toshiba MFPs were implemented as well as Fujitsu high speed scanners that are shared between departments through use of mobile wireless carts. Documents are automatically indexed using Optical Character Recognition or OCR for short. Today, the Town has over half a million documents stored in DocuWare. New records are stored electronically and the Town’s in-house staff is working to back scan existing paper records. The Town has realized huge benefits in increased efficiencies and cost savings. In fact, the Town will save more than $20,000 a year by reducing paper document storage.

"We need things that increase our efficiency and save us money," said Town Supervisor Michael Yudelson. "There aren’t a lot of tools that do both, but DocuWare does."

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