DocuDriven Increases Spokane Housing Authority’s Remote Work Access & Creates Quality Digital HAP/Tenant Files
Key Quotes
“I would have no problem recommending DocuDriven to any agency.”
— Collin Karibo, SHA Digitization Project Manager
Project Overview
- Pages Digitized: ~2,000,000
- Boxes Scanned: ~750
- Contract to On-Site Scanning: < 2 weeks
- Cost: On Budget
- Timeline: On Schedule
The Challenge
As the Financial Systems Manager for Spokane Housing Authority (SHA), Collin Karibo was tasked with leading a critical digitization project. The agency aimed to digitize its Housing Assistance Payment (HAP) and tenant files to facilitate their new document management system. Additionally, the COVID-19 pandemic necessitated remote access to these essential documents for employees working from home.
SHA faced two major obstacles:
- Volume of Files: The sheer number of tenant files to be digitized—over 5,000—was overwhelming. Karibo noted, “Our agency had neither the resources nor expertise regarding how to break down files and produce high-quality scanned images for a long-term, paperless filing system.”
- Ongoing Access: Maintaining daily access to these files while digitizing them was crucial. Relying on existing staff and equipment would have been time-consuming, costly, and likely produced inconsistent quality, as Karibo pointed out.
To address these challenges, SHA began searching for a specialized digitization vendor.
The Solution
After a thorough evaluation process, SHA selected DocuDriven for their extensive experience in digitization and their responsiveness to the unique circumstances posed by the pandemic. Karibo remarked, “What impressed me about the responses I got from DocuDriven’s references was their sensitivity to the variety and nature of the documents being scanned and how they were organized.”
Within two weeks of signing the agreement, DocuDriven was on-site and began scanning the agency’s files. Their team quickly set up workstations and installed the necessary equipment while minimizing disruptions to SHA’s workflow.
The Results
DocuDriven’s approach yielded impressive results:
- Timely Milestones: They provided regular updates that allowed SHA to track the progress of individual files and the project as a whole.
- Adaptability: Throughout the disruptions caused by the pandemic, DocuDriven remained responsive, adjusting work areas and delivery schedules as needed.
- Quality Assurance: The scans produced were of excellent quality, and the DocuDriven team maintained high standards of quality control. Karibo praised their professionalism and communication: “DocuDriven was highly communicative and alerted SHA of any potential delays or issues, offering solutions quickly.”
Overall, DocuDriven digitized approximately 2,000,000 images spread across 750 standard bankers boxes, all while staying on budget and adhering to SHA’s project timeline. Following the successful completion of the initial project, SHA engaged DocuDriven for additional digitization work.
Bruce Randall, CEO of DocuDriven, commended SHA for their flexibility during the operational challenges posed by the pandemic.
The DocuDriven Difference
Karibo highlighted the importance of DocuDriven’s sensitivity to the challenges presented by the varied nature of tenant files. “DocuDriven’s staff were always willing and able to undergo any HUD-required EIV training needed to handle tenant files. They have experience digitizing S8, Multifamily, and Tax Credit tenant files, including applications, permanent documents, HAP contracts, HUD forms, and certifications.”
This collaborative approach ensured that the digitization process was not only efficient but also respectful of the integrity of the documents involved.
About DocuDriven
DocuDriven is a Business Process Optimization (BPO) company specializing in data and document management, based in Vancouver, Washington. We offer tailored products and services designed to enhance your organization’s business processes, available both on-site and remotely.
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