• Client: City of The Dalles, Oregon 
• Industry: Local Government 
• Services Provided: Document Digitization & Records Management Solutions
• Pages Digitized: Over 1.2 million (including 21,000+ Large Format pages)
• Final Cost: Below Projected Budget
• Project Length: 8 Months

Background

The City of The Dalles, with historical documents dating back to the 1800’s, manages an extensive archive of municipal records. These include City Council journals, public records, and various departmental files—many of which were stored in the basement of City Hall, a building constructed in 1908. While historically significant, this storage method presented significant operational challenges for city employees.

The Challenge

Before partnering with DocuDriven, accessing historical or operational records was a time-consuming and inefficient process.

“One of the main challenges was the time required to locate and organize records,” said City of The Dalles City Clerk, Amie Ell. “Accessing many documents meant staff had to go down to the basement of City Hall to search through bankers boxes of records. This process was time-consuming and inefficient, with many records improperly stored, some showing signs of damage from water or moisture. Additionally, some records were being kept beyond their required retention period, resulting in unnecessary volumes to search through.”

The City needed a modern, efficient, and secure method to preserve historical documents, ensure compliance with retention policies, and improve public accessibility.

The Solution

After meeting with the City to assess the documents and the facility, DocuDriven was able to provide a comprehensive document digitization service tailored to their needs. The team developed a unique process to ensure smooth and efficient scanning while maintaining access to necessary records throughout the project. The tailored process produced high quality results that saved both time and money for the City.

“The DocuDriven team were extremely helpful in identifying a process that worked for each department’s unique needs,” Amie Ell explained. “When a record that had been taken for scanning was needed, their team quickly provided a digital copy. They were flexible with pick-up and drop-off, making a large and overwhelming job feel manageable.”

Results

Digitization with DocuDriven delivered immediate and long-term benefits for The City of The Dalles: 

• Significant Time Savings – Staff now spend far less time locating records. 

• Searchable Digital Files – Documents are indexed and searchable, enabling instant retrieval. 

• Improved Public Access – Many records are now available for citizens to search themselves. 

• Preservation of Historic Records – Even the oldest City Council journals from the 1800s were successfully scanned and preserved. 

“We’ve significantly reduced staff time spent searching for records. Searchable digital formats make retrieving information much faster,” said Ell. “We’ve also improved public access and ensured the long-term preservation of important documents.” 

The DocuDriven Difference

By partnering with DocuDriven, The City of The Dalles modernized its records management system, safeguarded historic documents, and greatly improved operational efficiency. This transformation not only benefits city staff but also enhances transparency and service for the community. When asked if she would recommend DocuDriven to other organizations, Ell stated: “Yes. The team was friendly, personable, and helpful throughout the process. They delivered digital files at the quality we expected and were consistently responsive to our needs.” 

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.

The post City of The Dalles Finds Records Management Solutions with DocuDriven appeared first on Docudriven.

• Total Student Record Files Digitized: 8,513 

• Total Pages Scanned: 151,760 pages

• Timeline: File scans completed in 4.5 weeks 

Project Scope

The project included 151,760 pages that were picked up from the district’s facilities, scanned, and returned approximately one month later. In total, 8,513 student record files were digitized. All documents contained a cover page that was used to auto-name and classify PDFs for easy reference. The automation process used saved the client time and money.

Key Quotes

“DocuDriven was so quick to respond.” 

“[DocuDriven] has the whole process.” 

“I wanted everything done for me, and that was what you guys did.”

 “Fast turn-around and great customer service.” 

-SuAnne M. Anderson, Records Department Manager, Vancouver Public Schools

The Challenge

Vancouver Public Schools faced the challenge of modernizing its records management system. The school district had a large volume of physical student records and documents, many of which were needed for day-to-day operations. With the increasing need for faster access and more secure record-keeping, Vancouver Public Schools recognized the need to digitize its paper-based records. 

The district’s records management process was time-consuming and relied heavily on physical files, creating delays in document retrieval. Additionally, the school district needed a solution that would allow staff to easily access records electronically without compromising security or compliance. 

The Solution

DocuDriven was an ideal partner for Vancouver Public Schools due to their proximity and quick response rate. To ensure the highest level of security and regulatory compliance, DocuDriven utilized their secure chain of custody tracking system when handling documents. This system ensured that all documents were securely handled and tracked at every step of the process, providing transparency and safeguarding sensitive information. 

Results

Vancouver Public Schools saw immediate benefits from the digitization of their student records. By converting paper files into digital formats, they significantly reduced the risk of lost or misplaced documents and made it possible to share documents quickly and securely across the district. SuAnne M. Anderson, Records Department Manager at Vancouver Public Schools, shared her satisfaction with the transformation: 

“The biggest benefit is that things don’t get lost anymore. Now, with the electronic folders, it’s more automatic. It gets to the school faster instead of waiting 2 or 3 days for the inner-office mail to work. Everything is right there at your fingertips. Nothing gets lost.” The school district also benefitted from improved accuracy and the naming convention of the scanned files. 

SuAnne M. Anderson also offered her endorsement of DocuDriven’s services: 

“I would absolutely recommend DocuDriven to other organizations. I already have. Others have asked who we used, and I told them about the fast turnaround and great customer service.”  

The DocuDriven Difference

“DocuDriven has the whole process. They scan everything, they double-check, and the documents were named properly,” stated Anderson. DocuDriven takes pride in providing quality control for every single client file, ensuring customer satisfaction on projects of all shapes and sizes. If you want the entire process taken care of from start to finish, DocuDriven is prepared to get the job done. 

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.

The post Vancouver Public Schools Transforms Student Record Management with DocuDriven’s Digitization Solutions appeared first on Docudriven.

Project Overview

Total Images Scanned: ~4 million images scanned

Timeline: 5 months (On Schedule)

Key Quotes

“It has been a pleasure to work with a company that is so reliable and efficient.”

— Alfonso Giardiello, Executive Administrator for Talent Acquisition, Beaverton School District

“DocuDriven adapted to all our requirements, and their attention to detail, confidentiality, and efficiency was impeccable.”

— Alfonso Giardiello, Executive Administrator for Talent Acquisition, Beaverton School District

Background

The Beaverton School District undertook a large-scale project to convert its extensive human resources and payroll paper documents into a digital format. The district’s HR department housed a mixture of personnel files, including active and inactive employee records, I-9 forms, leave of absence documents, and other sensitive materials. With plans to migrate to a new electronic HR system, the district needed all its physical files to be accessible in this new platform. Maintaining confidentiality and a clear chain of custody throughout the project was critical.  

Project Scope

Initially, there were an estimated 1.3 million images to be scanned, which included files dating back to the 1960s. However, as the project progressed, the scope expanded significantly when the school district decided to scan an additional collection of microfiche images. The project ultimately included the digitization of approximately 2 million paper and microfiche images. The Beaverton School District required the work to be completed within a period of a few months, making timely work and communication crucial. 

The Challenge

After searching for the right vendor, the district decided to work with DocuDriven based on their pricing structure and their commitment to completing the project within the tight four-month deadline. “Since the beginning, the DocuDriven proposal fit all our needs, including a better price and commitment to do the job in four months. It was ‘too good to be true’, but it was clear that they knew and had experience with the task when they presented their proposal,” said Alfonso Giardiello, Executive Administrator for Talent Acquisition at Beaverton School District. 

The Solution

To demonstrate their ability to meet the district’s needs, DocuDriven completed two test boxes—one complex and one simple—allowing for fine-tuning of the scanning process and data handling. “We needed a way to record and track documents leaving our facilities. This is not easy when you need to capture the name of every single folder. They found a way to do it efficiently and expedited,” explained Giardiello. DocuDriven implemented a meticulous process for tracking the movement of documents, ensuring that the chain of custody was always maintained. Each document, including sensitive HR files, was handled with care, and tracking was achieved down to the level of individual folders. 

Results

By digitizing their files, the district enhanced the accessibility and security of HR records and simplified internal processes such as staff onboarding and leave management. The project made a lasting impact on the district’s HR workflows and document management processes. With approximately four million images scanned in total, the district now has easy access to a vast archive of documents. 

The DocuDriven Difference

According to Giardiello, “DocuDriven delivered as promised and was always ahead of the plan. They adapted to all our requirements, and their attention to detail, confidentiality, and efficiency was impeccable. They handled nearly four million images in four months, all while maintaining clear communication and ensuring we were always on track.” DocuDriven is committed to meeting client expectations and communicating effectively every step of the way. 

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.

The post Beaverton School District Case Study appeared first on Docudriven.

The post DocuDriven Storage Terms and Conditions appeared first on Docudriven.

Project Overview

Bristol Bay Native Corporation (BBNC) sought to streamline its document management processes but faced significant challenges due to limited resources and outdated technology. DocuDriven stepped in to transform their document handling and enhance compliance.

Key Quotes

“I have 100% trust in DocuDriven’s ability to help optimize our processes and procedures.”
— Lisa Andrus, Records Manager, BBNC

“I am already working with DocuDriven on our next project and anticipate that I will continue to rely on them for guidance, support, and large project management throughout my tenure here at BBNC.”
— Lisa Andrus, Records Manager, BBNC

The Challenge

BBNC was confronted with a complex document optimization project that involved comparing numerous electronic and physical document repositories. The primary goals were to:

• Reduce the number of repositories.
• Ensure the completeness and compliance of the remaining documents.
• Update document categories and rename existing electronic files according to a newly established methodology.

Additionally, BBNC recognized the need to upgrade its document capture technology to align with these new processes, ensuring sustainable growth and efficiency in future document handling.

The Solution

Lisa Andrus, the Records & Information Management (RIM) Department Manager, had a prior successful collaboration with DocuDriven on a document management assessment project. Recognizing the potential for success, she reached out for assistance with the new challenge.

DocuDriven’s advanced team promptly visited BBNC to set up a small test environment. They analyzed existing repository issues and provided a comprehensive report with actionable insights. After reviewing the findings, BBNC chose to partner with DocuDriven to implement key recommendations.

To optimize BBNC’s processes, DocuDriven temporarily expanded its workforce both on-site and remotely, installing necessary document capture software to support the new automated methodology.

The Results

With DocuDriven’s dedicated team working both on-site and remotely, BBNC successfully achieved significant outcomes:

• Reduced the number of document repositories.
• Ensured all documents met compliance standards.

Lisa Andrus commented, “The project results were extremely helpful in highlighting inconsistencies in managing our shareholder records. The findings were backed up with statistical data and examples that we could present to Executive management and the Board. Additionally, DocuDriven provided recommendations for next steps, strengthening our case for more stringent management of our shareholder records.”

Bruce Randall, CEO of DocuDriven, shared, “Our companies experienced many positive interactions while addressing BBNC’s unique document needs. We’ve established a trusting relationship that will last for years.”

The DocuDriven Difference

Throughout the project, BBNC’s scope of work evolved. DocuDriven demonstrated flexibility, adapting to these changes while completing the project within the necessary timeframe. Lisa Andrus noted, “DocuDriven was consistently transparent. Bruce was always quick to reach out via text or email to address questions and resolve issues as they arose.”

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.

Download the PDF Version

For a printable version of this case study, click here to download the PDF.

The post BBNC Case Study appeared first on Docudriven.

The post Large Format Test Service Proposal appeared first on Docudriven.

The post Scanning Terms and Conditions appeared first on Docudriven.

Project Overview

• Images Scanned: 330,000
• Boxes Scanned: 86
• Patient Folders: 2,570
• Contract to Start Date: Less than 2 weeks
• Cost: Within Budget
• Timeline: 3 weeks

Key Quotes

“DocuDriven bent over backwards to work well with us. Much appreciated.”
— Dr. Owen Miller, Holistic Health Clinic

“DocuDriven recommended the industry’s best practices, offered the lowest price, and found ways to save us money several times during the scanning process.”
— Dr. Owen Miller, Holistic Health Clinic

The Challenge

Holistic Health Care (HHC), a naturopathic primary care practice based in Tacoma, WA, needed a reliable partner to convert their patient files to a new electronic health record (EHR) system quickly. After an unsuccessful attempt to handle the transfer themselves, they recognized the necessity of a trustworthy service provider to manage the digitization efficiently and accurately. “We needed someone who could do the work accurately and not lose the documents during the process that we previously guarded so closely in paper form,” explained Dr. Owen Miller.

The Solution

Following discussions with various companies and the completion of a test box, HHC chose DocuDriven to scan and digitize their patient files. Dr. Miller noted that “phone conversations with other companies confirmed that DocuDriven was recommending the industry’s best practices.” After weighing the pros and cons of on-site versus off-site work, HHC opted for DocuDriven to complete the project off-site while ensuring access to their working documents. “DocuDriven also offered the lowest price and found ways to save us money several times during the scanning process,” Dr. Miller stated.

The Results

DocuDriven fulfilled its promise of accuracy and security throughout the scanning process. As a result, HHC not only saved valuable office space but also made data retrieval significantly easier within their new EHR system. Dr. Miller confidently recommended DocuDriven to other organizations, citing the “great overall experience and the cost.”

Bruce Randall, CEO of DocuDriven, echoed these sentiments, noting that HHC was a fantastic client to work with.

The DocuDriven Difference

Dr. Miller emphasized that the personal touch set DocuDriven apart. “Having Bruce, the owner of DocuDriven, come to our clinic and sit down with me to discuss the pros and cons of the different choices and methods involved in the scanning process was incredibly beneficial.”

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.

Download the PDF Version

For a printable version of this case study, click here to download the PDF.

The post Holistic Health Clinic DocuDriven Case Study appeared first on Docudriven.

The post Test Box Form 2023 appeared first on Docudriven.

Project Overview

• Pages Digitized: 229,954
• Boxes Scanned: 160
• Scanning Location: DocuDriven
• Cost: Within Budget
• Timeline: On Schedule
• Number of Parcels: 66,980

Key Quotes

“Of all companies I’ve worked with, DocuDriven has been the easiest to work with. The staff was professional, friendly, quick to respond to our requests, and kept us informed every step of the way.”
— Kellie Wahlstrom, Administrative Assistant

“DocuDriven has been outstanding to work with. I’ll be passing the DocuDriven name on to assessors interested in digitizing records.”
— Dan Lindgren, Grays Harbor County Assessor

The Challenge

The Grays Harbor County Assessor’s Office faced significant challenges in accessing vital public records. The overwhelming number of physical documents made file location requests take months to complete. With 229,954 pages taking up valuable office space and staff time, digitization was essential for providing quick and easy access to records.

Additionally, the Assessor’s Office wanted the digitized documents uploaded into their parcel records system. Many records were stored in house books and filing cabinets, while state archives and local historical societies required the return of records for long-term preservation. Securing funding for the digitization project was another critical issue.

The Solution

To address these challenges, the Assessor’s Office applied for a grant from the State of Washington. Kellie Wahlstrom, Administrative Assistant, explained, “We applied for a digitizing grant, and one of the requirements was to obtain quotes from several different digitizing companies. DocuDriven quickly responded to my requests and was very thorough in providing an accurate quote and timeline.”

DocuDriven emerged as the preferred partner for this crucial project.

The Results

With the implementation of new software and DocuDriven’s record digitization services, the Assessor’s Office was able to free up significant office space previously occupied by paper files and reduce time spent on record retrieval. Wahlstrom noted, “The Assessor’s Office receives approximately 4,800 requests a year via phone, email, or walk-in, requiring employees to pull information from house books or files in the vault. Having these records digitized and integrated into our current software system expedites retrieval and decreases the labor burden when responding to public records requests, ultimately improving our ability to serve the public.”

The DocuDriven Difference

Thanks to the speed and responsiveness of DocuDriven’s services, along with an accurate quote and timeline provided to the Assessor’s Office, the team secured grant funding to cover digitization expenses. Throughout the project, any document that needed to be located and emailed to the Assessor’s Office had a 24-hour turnaround. DocuDriven also ensured that each binder was returned in its original state. The success of this digitization project led the Assessor’s Office to confidently recommend DocuDriven to other assessors.

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.

Download the PDF Version

For a printable version of this case study, click here to download the PDF.

The post Grays Harbor Case Study appeared first on Docudriven.