CASE STUDY

Nassau County Digitizes Records

Nassau County government in New York digitizes records to increase security and ease file retrieval.

Nassau County in New York digitizes records and implements Docufree as an enterprise solution

Industry: Public Works

Location: New York

Docufree Services
Digital Transformation
Document Scanning

Docufree digitizes and provides enterprise solutions to increase security and ease file retrieval

Paper was taking its toll on business processes and budgets in Nassau County. To start, a file room of probation records occupied a large space – square footage that could be used for other activities – and the manual processes in place to manage those records were time-consuming and error-prone. Files were difficult to locate and were often lost or misplaced. The Department was ready to move away from paper-based records management system to a digital solution.

Docufree digitized probation records located in a file room that monopolized an entire floor of the County’s office building. Docufree also implemented a solution to handle the daily influx of new records digital capture and content management solutions.

The value delivered for Nassau County? Automation and improved access to records across County agencies. In addition, the solution increased security, accuracy, and efficiency for records management processes.

“We were so pleased with this project that we elected to make the Docufree solution the county enterprise-wide standard.”

– IT Project Manager, Nassau County

Docufree has since implemented document management for Assessment Review Commission, Medical Examiner, Taxi and Limo Commission, Traffic & Parking Violations, Department of Public Works, Probation, IT Vouchers, IT Contracts, Purchasing, Civil Service, Treasury, and Veterans Service Agency.

Project Summary

Challenges:

Labor intensive, manual processes were time consuming
Paper files were often lost or misplaced
Too much expensive office space was devoted to ever-increasing file storage

Solution:

Go paperless
Implement Axiom Capture to digitize incoming probation records
Implement Axiom Pro to manage digital probation records

Results:

Eliminated the physical file room and restored entire floor of office building
Improved access to records across County agencies
Increased security, accuracy, and efficiency for records management processes