On-Line Imaging Implements FileBound Content Management System for County and City Government Offices

County & City Government were looking for a Document Management Solution and a strong vendor partnership to help rollout, train and educate agencies on the benefits of the technology.

The county had two previously installed systems that they needed converted and uploaded into new system.

Profile

County has over 500,000 residents and encompasses 4 cities and 6 unincorporated communities. The county has 20 departments and 10 Elected Offices and 2600 employees. The city has 15 departments and 3964 employees.

Business Challenge

Both the city and county had similar challenges with trying to manage more and more with tight budget restrictions. Historical files needed to be preserved for archive purposes and the years old paper based process for most departments were labor intensive. Leadership understood that most departments could benefit from going paperless and introducing workflow.   The two systems that had been purchased years ago reached end of life and needed to be replaced, the information converted and processes upgraded.

Solution

On-Line Imaging, Inc. had successfully implemented and rolled out a system for the County Prosecutor and City HR Departments and was ultimately selected to spearhead the process and take the Filebound Document Management Solution across both the City and County enterprises. The information was converted out of the end of life systems and uploaded into Filebound. On-Line Imaging worked with IT department to build integrations with the public facing components for the Government’s web sites. On-Line Imaging then worked with leadership to identify departments with the most immediate needs, then educated and presented solutions to those departments. PSI capture was rolled out in some departments to automate the scanning and extraction of data off of forms and documents. Workflow was introduced and allowed documents to route between departments when necessary. Electronic forms were introduced for Purchase Orders, On Boarding, Marriage License Applications, Contract Compliance, and Mental Health Cases to name a few.