Case Study

Large-Scale Government Document Scanning: NHDES

 

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Details

Industry: Government

 

The New Hampshire Department of Environmental Services (NHDES) contracted Recordsforce to modernize access to its subsurface records. With over 2,400 boxes of physical documents, the agency needed a scalable solution to digitize and organize records into a searchable database, improving accessibility for internal teams and the public.

 

Recordsforce is on track to process approximately 293,183 documents, transforming decades of paper records into structured, digital assets.

Analyzing The Problem

NHDES faced several operational and accessibility challenges:

  • Volume & Scale: 2,423 boxes of records, averaging 121 documents per box
  • Limited Accessibility: Paper-based records made retrieval slow and inefficient
  • Inconsistent Formats: Documents varied in size, condition, and layout, including oversized plans
  • Unstructured Data: Critical information existed only within documents, not in a searchable format
  • Manual Workflows: Staff time was heavily consumed by locating and interpreting files
  • Public Demand: Increasing need for accessible environmental records online
document storage

Creating A Customized Solution

Recordsforce designed a tailored, end-to-end digitization and data extraction workflow:

  1. Secure Pickup & Logistics
  • Scheduled pickups directly from the Concord office.
  • Full chain-of-custody tracking to maintain document security.
  1. Document Preparation & Imaging
  • Careful preparation, including staple removal and repair.
  • High-resolution scanning for standard documents.
  • Specialized oversize scanning.
    document scanning boxes
    1. Intelligent Data Extraction
      Recordsforce extracts key data fields from each document, converting unstructured records into searchable metadata. Extracted fields include:
    • Work Number
    • Approval Number
    • Status (approval type or denial)
    • Application Type
    • Approval Date
    • Operation Date
    • Owner Last Name
    • Site Street Name
    • Town
    • County
    • Lot
    • Subdivision Name
    • Subdivision Approval Number
    • Bedrooms
    • Flow
    • Book
    • Page
    • Map
    • Designer Name
    • Installer
    • Do Not Backfill Date
    • Memo (when available)

    This structured data enables NHDES to index, search, and retrieve records instantly within their system.

    1. Secure Delivery & Integration
    • Delivery of scanned images via secure SFTP
    • Accompanying .xlsx indexing file formatted for direct upload into NHDES’s database

    Instant Results:

    Even in early stages, NHDES saw immediate operational improvements:

    • Searchable Records: Metadata-driven access replaced manual file searches
    • Faster Processing: Dramatic reduction in time to locate and review documents
    • Improved Data Accuracy: Standardized fields reduced inconsistencies
    • Enhanced Public Access: Easier sharing of environmental records
    • Staff Efficiency Gains: Less time spent handling and interpreting paper files

    By combining high-volume digitization with detailed data extraction, Recordsforce is helping NHDES transition from static paper archives to a dynamic, searchable records system.

    This project not only preserves critical environmental data but also empowers faster decision-making, regulatory transparency, and improved public service.

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