DCA News Blog

Document management system saves NJ government more than $2 million

Posted on 9/21/2010

A recent success with Bergen County (NJ) municipalities demonstrates how government efficiency and connectivity can improve through flexible document management solutions.

DCA implemented an electronic election document filing system with 62 of Bergen County’s 70 municipalities.

This multi-year project was envisioned to demonstrate the benefits of inter-governmental connectivity and has already saved the county more than $2 million by creating shared document management processes.

The old paper-based system was cumbersome, inefficient and prone to human error. The new electronic DCA filing system permits instant and easy filing, saves time, reduces waste and mitigates human error.  The project included

• Kodak high speed scanner and workstation
• EMC ApplicationXtender software
• System Setup
• Training

This project permitted the 62 municipalities to expand their participation in the County’s state-certified Electronic Document Management Systems (EDMS), and provided them access to permanent record image repository, microfilm creation, and backup for disaster recovery purposes.  The system is also expandable to other records types.

The success of the program was recognized by the New Jersey Secretary of State through a Public Archives and Records Infrastructure Support (PARIS) Grants Program Award of Excellence.

The state report said, "Bergen County has proved that shared services can work, even when dealing with 70 municipalities -- the largest number of any county in New Jersey. The project was successful because of each municipality’s willingness to participate, as well as the county’s excellent project management, especially ensuring cooperation between each participating government and the vendor.

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document management cost savings edms

DCA completes largest document conversion project in its history

Posted on 9/7/2010

The DCA team took customer service to new heights by converting 8 million secure documents to searchable electronic files in less than six months -- and under budget, too!

The project was under the direction of one of DCA's long-time customers, Pfizer, Inc. The project was mission-critical to the drug-maker, who had just completed the acquisition of Wyeth Corporation and was seeking a rapid transition of that company's patent, trademark and litigation documents. 

"The scope and speed of this operation was simply amazing," said Carmen Lantigua, Pfizer Director - IP Global Services. "We went from bidding the project to start-up in just four weeks. DCA completed the initiative on-time and under budget despite several roadblocks we threw at them along the way!"

The project was also significant because the entire document conversion took place on-site at the customer location.

Our goal with every project is to address the business needs of our customers using a creative balance of technology and our experienced team of imaging professionals" stated Thomas Tripodi, DCA's VP of Business Development. "With this project, Michael Coombs, the DCA Account Manager for the Pfizer Account, developed an end to end solution that leveraged similar technology to the existing Pfizer production environments that DCA implemented in 2004. Leveraging DCA staff and equipment, we were able to create a high volume onsite production conversion platform.  This solution eliminated the need for any of Pfizer’s documents to be moved from their existing file room.  In addition, Pfizer’s data never left their network during the entire conversion, assuring the highest level of data security”. 

“A key requirement of this initiative was having indexed document images available for use by the Intellectual Property organization within a couple of days of scanning. Additionally, any documents that were not scanned and required priority handling, were routed to an express queue to expedite the release of them through their Content Management Software” adds Thomas Tripodi

Technology used to manage the 8 million documents included multiple high-speed Kodak I-700 series scanners and both Kofax and EMC Documentum document management software.

New York-based Pfizer is a diversified, global health care company dedicated to the discovery, development and manufacturing of medicines, vaccines and nutritional products for people and animals.  Pfizer works across developed and emerging markets to advance wellness, prevention, treatments and cures that challenge the most feared diseases of our time.

Document Conversion Associates, Inc. (DCA) has been an international leader in mission-critical content management solutions since 1991. Featuring world-class document imaging hardware and software and proven information management processes, DCA serves the world's largest companies, governments, and educational institutions with integrated document imaging, forms processing, and digital content management solutions.

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document management kofax emc documentum kodak