Preservation and retention are often one of the more complicated components to any document storage and management system. While it is important–and in some cases the law–to hold on to certain files, finding the space to safely store them in an organized manner can become a challenge. However, it is one that can easily be overcome with the help of a digitized solution and a paperless approach.
The Villager, a Houston Newspaper, spoke with several city officials about a new system that the county is implementing that will not only scan historical documents and records, but also create online forms to handle some court and judicial processes.
According to District Clerk Barbara Adamick, the goal is to have the first phase completed by November. She believes it will save the county money on paper, ink and man hours while also cutting down on the theft of historical documents.
"My office is diligently training on the system now. It's going to be a great system. It's a home for all electronic data for the public to access," Adamick said. "Technology is moving, moving, moving. We're racing to give you historical documents with an app. I'm putting forth a big effort to be paperless by January."
So far, 29,384 documents with dates ranging as far back as 1839 have been scanned and are available to view.
This system is not only preserving history, but also making it easier for consumers to access it while streamlining workflow for county employees.
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