Call us today to speak with one of our solution engineers at (866) 396-8194
Case Study: Records Management
A School District implements complete electronic archive and reconciliation of various record types into one network based retrieval system.
Challenge
The School District struggled with physically storing and searching through numerous boxes of historical and current documents. They sought an efficient process to store and quickly obtain the information throughout the district when needed.
Solution
Berkheimer provided a solution that not only generated searchable images of each document, but also provided a relief of valuable office space and a complete Disaster Recovery Solution.
Results
The District has saved time, space and money utilizing the Electronic Archive instead of relying on staff to physically search through boxes for information they need. Additionally, schools around the district are now able to access the documents via their network.
This School District in a suburban community located outside Philadelphia, PA has just over 30,000 residents and a current student population of approximately 3,500. The established School District began to develop an urgent need for a complete document imaging solution that would archive all of their physical documents, both old and new.
This client of Berkheimer Outsourcing had been accruing large amounts of historical and current academic documents. They reluctantly began storing them randomly at locations throughout the district. The files were being housed in work areas not designed for document storage. Some documents, while older, were still significant and required a coordinated structure where they could be stored and retrieved on demand. The District was in need of a solution that would allow them to save the valuable time, space and resources wasted on the recovery of information scattered throughout decades of accumulated paper files.
Berkheimer Outsourcing implemented a custom solution that was flexible to the District’s requests. A complete web-based Electronic Archive was implemented that allowed for the reconciliation of a variety of record types into one network based retrieval system. Once scanned, all files undergo an indexing process in which each document is given a specific tag that allows for the retrieval of information stored within the document. The Berkheimer hosted system allows the District to search all of their documents easily and quickly for specific information on demand. Retrieval time is now just 5 minutes, not 5 hours.
The client is now able to accurately retrieve information instantly. All imaged documents are now available in a format where they are safe from disaster and easily and quickly accessible to staff. The District has regained valuable floor space throughout their district, increased overall accuracy and reduced data turnaround time in their daily office operations.
All new documents are processed through Berkheimer’s Day-Forward Imaging service. The implementation of Day-Forward Imaging allows for the addition of various file types such as student records and transcripts, personnel files, special education documents, and office meeting minutes and addendums. In addition, the District needed the paper documents to be destroyed or shredded after the imaging was complete. Files that have been scanned and archived are given a “certificate of destruction” which guarantees that the physical documents have undergone an extensive, secure process of permanent elimination.
“With the customized solution that Berkheimer developed for this School District, retrieval time was drastically reduced from 5 hours to 5 minutes.”
Records Manager
The School District and Berkheimer Outsourcing have established a long running client/vendor relationship since it began in 1997. Technology has changed over time; however the quality of service and results delivered have remained consistent.