Sumter County Florida Goes Paperless with Image One: Case StudyFriday, July 13, 2018
How does a county go paperless? It starts in one department.
For Sumter County, Florida, their paperless odyssey began in 2001 when the County Clerk of Court’s office commissioned Image One to scan all of their subdivision plat records and store them in ApplicationXtender document management software.
Since then, Sumter County has moved department by department, reclaiming office space from dusty boxes and filing cabinets scattered in warehouses across the county, and streamlining a broad range of government processes, from building permits to tax records to county commission meetings going back to the 1930s.
By the end of this summer, the Clerk of Courts expects to finish archiving its historical docket books. These enormous, handwritten ledgers are a treasure trove of government and genealogical history, comprised of marriage records, probate and court documents dating back to the county’s founding in January 1853.
When the entire project is complete, it will cover every function of county government – and it all started with subdivision plats.
Case Study Download
Our Sumter County case study shows how we achieved the following:
- Saved over $62,000 by re-purposing three employees in the historical records department
- Reclaimed an entire building’s worth of space previously occupied by paper files, which now houses the sheriff’s department maintenance division and building services division
- Saved over $10,000 per year on paper, ink, toner, files and storage space
- Saved between $5,000 and $15,000 by adding the Workflow Manager extension to ApplicationXtender to automate invoice processing in the Office of Management and Budget when compared with other, more expensive technology options
Where to Begin?
We will help you determine where your paperless initiative should start, or continue, and give you the biggest bang-for-the-buck. Often, the initial Image One document scanning project will save you so much money, that it funds further conversion, automation and process excellence.