Bremerton-Kitsap County Health District transitions from an obsolete image archive system to enterprise capable solution.

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Industry:
County Government

Applications/Services:
Health Permits

Critical Needs:

  • Processed applications using hard copy documentation and archiving records
  • Inefficient processing time
  • Lost file and documents
  • Space constraints
  • Delay in productivity with staff retrieving files

 

Benefits:

  • Reduce processing of applications and issuing permits
  • Converted archived files and are now able to retrieve files by indexes
  • Provided easy access to document retrieval
  • Eliminated file cabinets
  • Increased productivity

Products:

The Enterprise Content Management system provided easy access to document retrieval, eliminated file cabinets and increased productivity of staff

 

 

Case Summary
Bremerton-Kitsap County Health District converted their existing records to the new platform. The district was able to reduce the processing of applications and issuing permits.

The Challenge
Bremerton-Kitsap County Health District’s mission is to protect and promote the health and quality of life of Kitsap County residents by preventing and controlling disease injury and disability. The health district is also responsible for processing applications and issuing health permits to businesses.

 

The health district receives around 7,000 health permit applications per year. Administrative staff had been processing applications using hard copy documentation and archiving records. In addition to inefficient processing time, lost files and documents, there were also spatial concerns with the cabinets. Employees had to retrieve, re?file and purge files using this archaic system causing delays in productivity. The health district planned to expand into a multi?site organization and wanted to reduce the application and permit processing time, convert 60,000 archived files with digital/imaging and be able to retrieve files by a variety of different indexes.

The ImageSource Solution
The ImageSource® solution was to convert the district’s existing OIT document management system to Stellent® Image and Business Process Management software for content storage and retrieval. Kofax® Ascent Capture was implemented for image scanning and data validation.  ImageSource utilized its extensive conversion experience to quickly convert the existing records to the new platform. As the existing records were converted additional index values were added to aid future retrieval needs. Once training and rollout support were completed Kitsap County was confident they had a solution that would scale to meet their needs for many years to come.

 

The Bottom Line
The district was able to reduce the processing of applications and issuing permits. They converted 60,000 archived files from a proprietary image format and are now able to retrieve files by a variety of different indexes.  Improvements arising from shared access to records include more efficient research and collaboration. There has been a savings in space and elimination of lost records. By following standard system back up procedures, documents are now secured from damage or total loss in the event of a disaster. The Enterprise Document Management System provided easy access to document retrieval, eliminated file cabinets and increased productivity of staff.

About ImageSource
ImageSource, Inc. is a leading provider of Enterprise Content Management solutions and integration services. ImageSource prides itself on delivering superior solutions and results to our Customer Partners. Using our Total Lifecycle Solutions© approach we deploy only the very best technology products for our customers. For more information please visit our website at www.imagesourceinc.com.