CASE STUDY

Florida’s DOH Personnel and HR Department

Escambia County HR

Learn how Digitizing HR records with Docufree helped Florida DOH cut response times from days to minutes, boost security, and eliminate costly manual processes.

Florida Department of Health

Industry: Human Resources

Locations: Florida

Docufree Solutions:

Document Scanning

Digitization

Document Management

Project Summary

Challenges:

Files were difficult to access and keep secure
Slow, manual processes delayed response time to records requests
Time-consuming in person appointments were required for records release

Solution:

Digitize records
Deploy Docufree Document Cloud to manage digital content

Results:

Significantly improved response times and customer service (from days to minutes)
No longer require in person appointments; authorized files can be securely emailed
Eliminated risks and costs associated with paper-based records and manual processes
Improved security for and access to confidential records

Now DOH staff can search employee records by keywords, redact as necessary, and email files with a few clicks, and no longer have to make appointments to fulfill records requests. Staff have access to information at their fingertips and share authorized documents via email. Since Docufree Document Cloud is integrated with DOH’s HR management system, it’s even easier to retrieve records using employee ID numbers.

Everyday functions can now be completed in minutes within just a few clicks, and more complex processes that used to take days, such as working through a settlement agreement or performing an audit, now take a few hours or less. Information that was nearly impossible to keep up-to-date is now automatically updated, making it easy to respond to requests quickly.

The value added for DOH?

Eliminating the file room has restored office space and freed up resources, including reassignment of three full-time employees. And files with special security restrictions are more effectively managed with less effort in Docufree Document Cloud – no more separate filing cabinets and keys to control access.

Digital transformation has improved efficiency and customer service, which was a win-win for the Personnel and Human Resource Management Department and its customers.

CASE STUDY

Florida’s DOH Personnel and HR Department

Learn how Digitizing HR records with Docufree helped Florida DOH cut response times from days to minutes, boost security, and eliminate costly manual processes.

Florida Department of Health

Project Summary

The value added for DOH?

Services

Solutions

Company