Case Study
The City of The Dalles, with historical documents dating back to the 1800’s, manages an extensive archive of municipal records.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.
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The City needed a modern, efficient, and secure method to preserve historical documents, ensure compliance with retention policies, and improve public accessibility.
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.”
Digitization with DocuDriven delivered immediate and long-term benefits for The City of The Dalles:
“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.”
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.”
At DocuDriven, we take the overwhelming out of records management by creating order out of chaos. Whether you have decades of paper boxes, oversized maps, or a messy cloud transition, we help you cull what you don’t need and make your vital data searchable and easy to find.
With over 30 years of experience and modern tools, our teams deliver fast, flexible, and transparent service with no hidden fees. We are the partner that gets it done right—on time and on budget.
When records accuracy, accountability, and scale matter, organizations choose DocuDriven.
Managing your information should never hold your organization back. Partner with DocuDriven to gain full visibility into your records, and make your files work for you.
