Success Stories: Collaboration
This State agency in the Southwestern U.S. was stablished in 1986 in response to growing concerns about groundwater quality. Today the agency administers a variety of programs to improve the health and welfare of our citizens and ensure the quality of the State’s air, land and water resources meets healthful, regulatory standards. The agencies mission is to protect and enhance public health and the environment in the state which is achieved by administering the state’s environmental laws and delegated federal programs to prevent pollution of the air, water, and land, and to ensure clean-up of such pollution when it occurs
A State statute that covers public records requests, and requires that public records and other matters in the custody of any officer shall be open to inspection by any person at all times during business hours. For this agency, public records were held in paper format and in several locations: a central records center, departmental records centers, and individual file cabinets. Responses to public record requests often took weeks to complete, involved many man hours, and were sometimes incomplete.
In response, the agency embarked on a project to provide online services to customers including public record search. The solution used SharePoint 2013 on-premises for enterprise search and metadata services. A major function of the project was to bring paper files from within the agency into the SharePoint 2013 search farm. To accomplish this goal, this State agency purchased Kodak production scanners and Kodak Capture Pro Software to provide an enterprise archiving and collaboration solution to save physical storage space and make it possible to search document and document bundles which are often 500 or more pages thick. This solution fulfilled the needs of the central record center to bring large batches of documents online.
Document scanning is underway with thousands of documents successfully scanned and crawled. Public online accessibility of all scanned content is expected in 2016.
Using the solution described here this agency, and State in general, has taken great strides to streamline processes and offer improved service to their citizens.