Tippecanoe County Moves Toward Digitizing 9 Million Pages a Year
Customer Company Size
Mid-size Company
Region
- America
Country
- United States
Product
- DocuWare
- Active Import
- Autoindex
- CDMAKER
- Content Folder
Tech Stack
- Document Management System
- MS Excel
Implementation Scale
- Enterprise-wide Deployment
Impact Metrics
- Cost Savings
- Productivity Improvements
- Customer Satisfaction
Technology Category
- Application Infrastructure & Middleware - Data Exchange & Integration
- Functional Applications - Enterprise Resource Planning Systems (ERP)
Applicable Industries
- Cities & Municipalities
Applicable Functions
- Logistics & Transportation
- Procurement
Use Cases
- Track & Trace of Assets
- Real-Time Location System (RTLS)
- Public Transportation Management
Services
- System Integration
- Software Design & Engineering Services
About The Customer
Tippecanoe County is located in north central Indiana, halfway between Chicago and Indianapolis. It has a population of 170,000. The County Clerk's Office is responsible for maintaining and storing all types of legal documents. This includes providing timely access to the information for internal and public use. The county maintains numerous storage facilities, and most of the county's records dated before 1990 are stored on microfilm. The County Clerk's Office is tasked with reducing filing time and costs, improving document retrieval, streamlining the flow of information in the court system, and decreasing workplace stress.
The Challenge
The Tippecanoe County Clerk’s Office in Indiana, USA, was tasked with maintaining and storing a vast archive of legal, historical, and ownership records. The challenge was not only to store the information but also to provide timely access to it for internal and public use. The county had numerous storage facilities, and most of the records dated before 1990 were stored on microfilm. The process of retrieving a document was time-consuming and could take up to three days. The County Clerk discovered that money was available in the records budget to modernize the storage of records. A plan was developed to gradually transfer the county’s records into DocuWare.
The Solution
The solution was implemented by Information & Records Associates, an Authorized DocuWare Partner. All 34 county clerk employees, plus the court, probation, prosecutor, and public defender staff now have access to the information stored in DocuWare. The county also has three public access terminals that are primarily used by title researchers looking for judgments that affect property ownership. Court orders were the first records brought into DocuWare. They are now signed by the judges, scanned, and indexed by date and case number. The scanned images are reviewed for accuracy and the originals are placed in storage until they can be destroyed. The electronic court orders are available by mid-morning the next day. The use of DocuWare continues to expand. As a pilot project, the County Clerk made the court that supervises defendants with mental health issues a paperless court.
Operational Impact
Quantitative Benefit
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