The office of the Town of Oakfield was established in 1842 and serves a population of 5,000 citizens. They needed a secure document management system with automated workflows.
The need for a modern record system
Prior to their digital transformation, the Town of Oakfield and its government offices filed and retrieved its official documents and records manually. Keeping paper records required adding physical space, and the price quote to add a records retention room was $300,000. Additionally, 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. This tedious and antiquated system based on human memory, needed to be replaced by a modern digital one.
Training for digital transformation
Installing and transitioning to DocuWare was straight forward according to Town Clerk, Melissa Haacke. Even though DocuWare built a custom-made program specific to the needs of the Town of Oakfield, the required training was minimal: daily users were scheduled for four hours of training while non-daily users required about two hours. Currently, DocuWare is used company-wide at the Town of Oakfield’s government offices.
Five of the twelve on staff users use DocuWare solutions on a daily basis to access information, process applications and issue permits or licenses.
The advantages of electronic filing
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. Given the volume of data that needs to be securely stored and retrieved on an ongoing basis, DocuWare Cloud offers the anytime anywhere access to everything the staff need, ensuring that all business processes can continue in an efficient and highly productive manner. By going digital, the town no longer needed physical space for record retention, saving over half a million dollars. “The most wonderful part about digital filing is that we didn’t have to build a new storage facility.” Haacke says. “Everything we need is easily accessible in the cloud.”