“Over the last year, approximately 81,000 documents were filed with the County Clerk. We looked at all of them and determined that 10,000 needed attention from our office. Nearing the end of the year, with only 50 documents to take a closer look at, we were readily able to see if these were duplicates or being held for delinquencies. Our year ended easily with all documents having been completely processed ahead of our deadline. DocuWare is amazing,” said Thompson.
Electronic workflow has formalized their processes, increased employee accountability and accuracy, and significantly improved the way they process information. In the past the Treasurer’s Department would “kick back” approximately 130 documents a year because of missing verifications. Now with DocuWare in place that has dropped to only 6 or 7- a 95% decrease in the number of documents to re-process.
The Assessor’s Office goes through a legislative audit each year. With DocuWare in place, the audit is fast and painless because documents can be found in seconds instead of hours. Documents are never missing and the office does not need to devote extra resources to pull paper documents from boxes.
“When folks call us questioning their tax bill, emotions are running high. It is imperative that we are able to quickly address their concerns. Many residents call to find out if they had applied for the Homestead Tax credit. With DocuWare we can search for this information in seconds, compared to our paper-based processes which caused us to often spend 3 hours looking for a document only to come up empty handed,” said Thompson.