Project Overview:
- 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.
