Case Study
NH Municipal
Record Scanning
Details
Industry: Government
A town in New Hampshire was struggling to quickly locate the municipal documents they needed efficiently. They were looking for a vendor to scan their tax records. Recordsforce was able to digitize their documents and create a digital backup of the town’s physical records. This made it easy for them to find what they need and also reduce the risk of these critical records from compliance issues, as well as natural disasters.
Analyzing The Problem
A town in NH was seeking a vendor to digitally scan and index their tax records, which contained over 6,000 files. They were looking for a “day forward” scanning approach where their staff could easily scan all new paper documents into their system so they can easily access their documents online. The town was finding it difficult to search for and locate the exact documents they needed quickly and storing the documents was taking up precious real estate within the office.
Creating A Customized Solution
Recordsforce was able to send our courier services to transport the files back to our SSAE-18 SOC II compliant scanning facility located in Portsmouth, NH. From there, we digitized their town tax documents and then indexed each document by their tax ID number, making them easily searchable with the touch of a button. We then set up the town with Recordsforce Cloud, our cloud-based document management system, for image repository capabilities. The total process was as follows:
- Recordsforce transported the municipality’s tax records with our secure courier services.
- The documents were then “assembled” for document scanning by removing staples, moving sticky notes, taping down smaller documents, etc.
- The records were then scanned with our high-speed document scanners and reviewed for best resolution and clarity.
- We then used manual keying and automated data recognition to name the files and index the tax ID number from each document.
- The documents were quality reviewed to ensure the documents and data are processed accurately and completely.
- Lastly, the digital images and data were uploaded to Recordsforce Cloud for quick and easy retrieval, sharing and storage.
Instant Results
As a result, Recordsforce was able to backup the town’s physical paper records so that they could be found quickly and easily when needed. We eliminated the burden of needing to search for important documents in hardcopy form, wasting precious personal resources. The NH town was able to then improve controls and reduce risk for these critical records and now had an easy-to-use and cost-effective cloud-based scanning solution for all future building, zoning and planning files.