When you work in a profession that is document-intensive, it’s easy to let things get out of hand. Files you can’t find because they’re sitting on someone’s desk. A backlog of documents that haven’t been processed because it takes so long. An inadequate method for searching documents, or worse, none at all. An overstuffed file room taking up much-needed office space, and likely, the need for offsite storage that is expensive and inconvenient.
And what if these issues impeded criminal prosecutions?
The Problem
Located in the heart of central Florida, the Office of the State Attorney for the Fifth Judicial Circuit serves over 1,035,000 constituents, 5.5% of the state’s population. Each year, they handle nearly 132,000 court filings. With such an enormous undertaking, the court was plagued with lost and misplaced files and a lengthy document processing process. They needed to take control of their documents.
That’s when the MetaSource ApplicationXtender (AX) and Captiva integrator, Image One, stepped in.
The Solution
Image One had its work cut out for them. Together, they and the court decided to stop the flow of paper documents and immediately implement a new file processing system. The Florida court purchased 13 Captiva scan licenses and 110 ApplicationXtender 8.1 licenses. Now, new documents are scanned or captured via mail with Captiva and sent to the appropriate attorney right away. This is important as some documents are extremely time-sensitive. With the help of ApplicationXtender, this tripled the speed at which documents are processed and allowed files to be more easily searchable.
After tackling the new incoming files, Image One went to work digitizing the court’s personnel records and financial documents, as well as active case files. The State Attorney now also utilizes custom workflows that streamline their HR, AP and case file processing and document routing.
The Aftermath
Download the case study to learn how Image One, AX and Captiva:
- Increased productivity by 124,800 hours per year
- Eliminated copying, three-hole punching, file tabs, filing, filing cabinets, and the need to send documents to offsite storage
- Tripled the speed at which documents are processed