The county records staff loves working with DocuWare. They are now able to fulfill record requests in 24 hours instead of a few days, reducing workplace stress and allowing the County Clerk’s office to better serve the people of Tippecanoe County. Internally, document sharing is much faster and the information can be controlled better, helping agencies throughout the county to run smoother and more efficiently. With DocuWare, records are never “misplaced“ and can be monitored by a rigid quality control system.
In the county’s paperless court, Docu-Ware has streamlined the process of disseminating information to multiple parties, while maintaining confidentiality. For the judge, a quick search on the “Next Court Appearance Date“ field makes all the reports for the day’s cases instantly available on the desktop, allowing the judge to better manage his/ her caseload.
The first paperless court was so successful that a second court, which reviews child support rulings every six months, will be adopting DocuWare and going paperless once the current paper case files have been imaged and indexed in DocuWare. The DocuWare CONTENTFOLDER module will be used by the judge to provide immediate access to all the information for a pending case.
The response to the County Clerk’s DocuWare system has been so positive that the system is being adopted by other county departments, allowing different county agencies to work together for the benefit of all. The Public Defender’s Office will implement Docu-Ware and the INTERNET-SERVER module to provide contract attorneys access to case files for which the original cannot leave the building. This allows the contract attorneys to work much more efficiently, as well as dramatically reducing storage space. The Prosecutor’s office can now streamline paperwork for post conviction releases by being able to access a copy of the original sentencing order online. Once the Sheriff’s Office implements DocuWare, the County Clerk’s Office can dramatically reduce the printing of warrants. Instead of automatically printing and shipping three paper copies of each warrant to the Sheriff’s Office, the County Clerk can create the warrant, send it to the Sheriff’s Office electronically and they can print only what they need. By moving to DocuWare and a collaborative program, both offices will be better equipped to track warrants.
“The Courts, Prosecutor and the Sheriff, we all have our hands on the same documents and we don’t need the paper. Images are great,“ said Linda.
DocuWare has allowed the County Clerk’s Office to realize enormous savings. Since implementing the system, budget cuts have reduced personnel costs in the records area by 40%. Thanks to DocuWare, productivity has remained constant or even improved as more and more records are stored electronically. The implementation of Docu-Ware has allowed the County Clerk’s Office to stop their exponential need for storage space. Additionally, the collaborative effort of other county agencies moving toward document management will compound the time and cost savings for the people of Tippecanoe County.