Before implementing DocuWare, finding certain documents could take days or weeks, depending on the amount of research involved. With DocuWare in place, retrieval is easy and happens in seconds.
The Town’s Return on Investment was realized in only 15 months, based solely on the reduction in storage related and preparation fees, not including gains from increased productivity. In fact, the Town will save more than $20,000 a year by reducing paper document storage. Town of Henrietta Supervisor Michael Yudelson stated “We need things that increase our efficiency and save us money. There aren't a lot of things that do both, but DocuWare does."
Every five years, the Town of Henrietta conducts a comprehensive land use survey. As part of the process, the Town sends out a 6-page questionnaire to more than 15,000 households. In previous years, the results of the returned questionnaires had to be typed into a database. After implementing DocuWare and third party software ABBYY FlexiCapture, the Town of Henrietta was able to export all of the responses into their database electronically.
FlexiCapture was able to use OCR (Optical Character Recognition) to read the completed questionnaire’s check boxes and export the data to Microsoft Excel. The software also pulled the addresses to determine which quadrant each address was in, allowing for trend figures to be easily calculated within the Excel file. FlexiCapture then exported all of the information into DocuWare for simple retrieval and review as needed.
The Town Recreation Department was also paper intensive. They frequently accessed program registration slips for tax purposes and to see what classes the child had previously enrolled in. Registration slips are stored for seven years or until the child is 22 years old. By scanning the documents, the department eliminated numerous filing cabinets and many trips to the document vault to look for information.
The Building Department has also begun using DocuWare. By storing and back scanning completed residential and commercial building and renovation permits, Town employees can quickly retrieve vital information on various projects for residents and contractors.. A document request that would have taken anywhere from a full day to weeks to research, now takes only seconds.