Enterprise Document Management for Water and Sewer Districts streamlines how organizations create, store, and share critical documents. Water sewer districts can alleviate, mitigate and remediate decades of unstructured filing to improve security and communications across the district. This not only reduces paper clutter but also improves compliance, collaboration, and productivity of your staff.
The good news for Districts large and small is that technology is available to protect your ownership and access to your records – from anywhere.
Until 1990, most agency business information was regularly filed as a structured process. This made finding information fast and effective. After 1990, things changed dramatically following introduction of networked PC’s. This allowed anyone to index and file information at random. Very soon, the disciplined process of filing fell by the wayside. Without departmental standards, this can make finding information slow and ineffective.
Because of additional governance and privacy laws affecting public agency, the burden to manage information continues to soar.
Water sewer districts can alleviate, mitigate and remediate decades of unstructured filing to improve security and communications across the district.
Since 2001, FreeDoc ® has helped districts manage the information retention process and bring down the time and expense associated with it. FreeDoc ® is a leading provider of encrypted cloud solutions compliant with FERPA, HIPPA, DOD 5015.2, and SOC II requirements.
“FreeDoc ® came to our location to filter the paper records. Next, FreeDoc ® connected remotely into our server through a secure connection to inventory, evaluate and identify records past retention. The entire process was incredibly efficient, fast, and well-communicated.”
Mike Amburgey, General Manager, Cedar River Water & Sewer District
“We needed an efficient information system from a knowledgeable provider. With FreeDoc® it was night and day. We are using innovative ways to file and find information to be more efficient.”
Justin Clary, PE General Manager – Lake Whatcom Water Sewer District
Mr. Frix is a Certified Electronic Information Records Manager and Certified Document Imaging Architect. Mr. Frix has forty years’ experience working with file structures to manage regulated business records and information. He is experienced in developing and integrating remedial solutions to create forward-moving enterprise efficiency.
District engineers and staff were saving electronic files to a shared network server, but not using a consistent file naming process. Over time, users created folders within folders, under folders, under folders.
To overcome the time lost just to drill down through the directory, engineers created personal ‘short-cuts’. With each retirement short-cuts were forgotten. With each server back-up, short-cuts were moved, replaced or recreated multiple times. This rendered the folder structure useless. It made it difficult for engineers and operators to find the information they needed.
How long does a typical project take?
No solutions are a ‘cookie cutter’, everyone is unique to the needs. However, splitting large projects into small sections can give quick wins and provide the ROI to keep the ball rolling. Reach out for a free 15-minute consult to learn more!
How many records can you scan and store into digital format?
More than the number of grains of sand in the sea or stars in the sky. FreeDoc has already processed over 10 billion digital images!
What kind of records can you convert into digital images?
Personnel records, Human Resource documents, plan sets (As-Builds), maps, bound books, historical photos, microfiche, microfilm, regular paper, rice paper and more! Also, digital files from legacy systems can be converted into standard formats for long-term manageability.
Do you provide multiple options for the ECM software?
Yes! FreeDoc supports our customers’ needs and has successfully provisioned records conversion deliveries for various systems’ requirements. Additionally, reviewing your unique requirements will facilitate your planning with best-in-class recommendations.
How quickly can we search and retrieve records once the new system is in place?
With super hero-like speed, records can be retrieved in a few keystrokes! Are you ready?!
Contact us today for a free consultation for your Water Sewer District’s document management needs.
Chelan County PUD – Customer Success